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Arizona Western College · 2 days ago

PT - Administrative Assistant IV, Entrepreneurial College

Yuma, AZ

Part-time

Onsite

Mid Level

$15.15/hr - $15.15/hr

4+ years exp

Arizona Western College is seeking an Administrative Assistant IV for their Entrepreneurial College. The role involves overseeing administrative support, serving as a liaison for students, and managing various clerical responsibilities within the department.

Higher Education

Growth Opportunities

Responsibilities

Serves Students. Oversees the division/department by answering phones and responding to in-person inquiries, e-mails, and other forms of communication. Serves as the liaison to all areas of the college and work on behalf of the Department by exercising judgment and discretion in all confidential matters of significance. Provides coverage for others while out of the office. Directs students and answers inquiries

Schedules, cancels, and reschedules all appointments and calendaring for supervisor. Reminds supervisor of meeting times. Sets up appointments for other staff in the department. Supports Deans in the implementation of projects, managing daily work routines, meetings, priorities, and appointments, and maintaining digital files

Orders supplies for office and staff. Creates requisitions and reviews invoices, P-card, and/or Travel card holder with monthly reconciliation duties. Completes all aspects of travel for supervisor and division/department. Creates and manages budget reports. Assists supervisor in writing and submitting grant applications, narrative reports, and performance improvement plans. Assists supervisor in developing grant proposals, collection, reviews, and equipment tracking. Maintains documentation for grant projects. Assists division staff with class schedules, changes, and load sheets. Orders books as needed

Takes notes at meetings: department, division, committee, councils, or external meetings. Sorts mail and distributes daily. Runs reports. Creates and formats presentations with content provided by the supervisor

Coordinates events to include facilities requests, reservations, sets up, and marketing materials. Researches and verifies information for program reports and special projects. Assists with planning

Supports and participates in strategic planning initiatives and performs other duties as assigned

Qualification

Microsoft OfficeClerical experienceBudget managementEvent coordinationCommunication skillsOrganizational skillsTime managementProblem-solvingTeam collaborationConfidentiality

Required

Associate's degree AND Four (4) years of clerical experience

OR High School Diploma or equivalent and six (6) years of experience

Applicants may indicate any additional language proficiencies in their application materials, including English/Spanish, as relevant to the position

An equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved may be considered

Knowledge of and ability to interpret, apply, and follow college policies and procedures

Knowledge of or ability to maintain organizational structure, workflow, and operating procedures

Skill in current technologies and word processing, database, presentation, and spreadsheet software, specifically Microsoft Office applications, Windows, college system platforms, software, and applications especially those specific to the department operations

Skill and ability to be self-directed and to manage one's own time

Skill in performing a variety of duties, often changing from one task to another of a different nature

Ability to complete all departmental and/or institutional mandatory training or development

Ability to organize, prioritize, follow multiple projects and tasks through to completion, with close attention to detail

Ability to work independently and contribute to a collaborative team environment

Ability to provide assistance in a professional and supportive manner

Ability to communicate effectively, verbally, in writing, and in a public setting, and to relate to others in a professional manner

Ability to be flexible and supportive, positively and proactively assimilate change in rapid growth environment

Ability to maintain confidentiality of protected information and follow FERPA and privacy guidelines

Ability to adapt to a dynamic workload and demands

Ability to operate relevant equipment required to complete assigned responsibilities for the position

Ability to adapt and maintain professional composure in emergent situations

Ability to demonstrate integrity, professionalism, and civility in all job-related actions

Ability to analyze problems, identify solutions, and take appropriate actions to resolve problems using independent judgment and decision-making processes

Ability to manage complex calendars, scheduling, and meeting logistics

Ability to prepare, track, and reconcile budget and financial documentation

Ability to take accurate meeting notes and maintain organized records

Ability to coordinate events and logistics

Ability to research, compile, and verify information

Ability to establish and maintain positive, effective, and collaborative relationships with individuals at all levels of the organization, students, and the public