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Administrative Assistant 2

Pima Community College
Arizona, United States
Salary Not Specified
Date posted
Feb 20, 2024

Pima Community College

Pima Community College Named Top University/College Employer in Arizona

Position Title: Administrative Assistant 2

Department: Adult Basic Education - Downtown Campus

Starting Rate: Band 2 – $18.08 – $20.34

Benefits: Summary

Closed Date: February 26, 2024, 5:00 PM Arizona Time

Position Summary:

The Administrative Assistant 2 performs a variety of office support duties for multiple programs performing a full range of advanced clerical and office support duties. Gathers, compiles, and maintains data using a variety of systems. Generates reports, requisitions, purchase orders, and monitors invoices. Updates and manages department files and records. Provides information and assistance to the college and the public.

About Adult Education:

For more than 50 years, Pima’s Adult Basic Education Division has served adult learners in Pima County with Adult Basic Education, Adult Secondary Education, English to Speakers of Other Languages (ESOL), Refugee Education, Rights and Responsibilities of Citizenship, Student Engagement, IBEST and Transition programming and services. Each year, thousands of adults are served at college campuses, in community locations, virtually/online, at the Pima County Jail, and primarily at three large learning centers.

ABECC and Pima Community College are committed to ensuring diversity, equity, and inclusion at all levels and in all programs and services. Pima’s Diversity Plan guides the ongoing work of Adult Basic Education where we aim to ensure that individuals of all races, ethnicities, gender identities, abilities, religious beliefs, and sexual orientations feel a sense of belonging and the ability to thrive. ABECC is proactive in seeking opportunities for employees to learn about and improve DEI for our students, staff, instructors, and community.

The work schedule for this position is flexible and may include working evenings.

Continued employment in the position is contingent upon continued funding through designated external sources.

Duties and Responsibilities:
  • Collects, enters, compiles, and maintains accurate and complete student, division, and college data across multiple database systems, spreadsheets, and technology tools
  • Ensures data is collected and stored in alignment with local, state, and federal regulations, policies, and guidance to maintain compliance with FERPA, WIOA, State, College, and grant compliance
  • Maintains confidential records and impeccable accuracy in order to ensure compliance standards
  • Creates master schedule in statewide Adult Ed database (AAEDMS). Creates courses in databases detailing course schedule and modality in alignment with college and funder standards
  • Prepares and reconciles data for internal and external reporting. Assembles and distributes a variety of department or college specific data, information, forms, and records as requested
  • Provides advanced office support to administration and management and supports all learners and stakeholders that connect with ABECC by screening and directing phone calls and providing detailed information relating to College inquiries in multiple areas including admissions, registration, new student orientation, and assessment
  • Assists Directors and AVC with data-related reports of a confidential nature, as needed
  • Performs all other duties and responsibilities as assigned or directed by the supervisor

Job Requirements:
  • High School diploma or General Equivalency Degree (GED) and
  • Two years of office experience, including experience using computers and other business equipment
  • Candidates who possess similar minimum objective qualifications should describe in detail the education and work experience you regard as establishing the equivalency
  • Bilingual in English and Spanish
The ideal candidate will have the following knowledge, skills, and abilities:
  • Organizing work and balancing multiple priorities
  • Critical thinking and problem solving to verify and analyze collected data
  • Using computers and software application programs
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc
  • Knowledge of and experience.
  • General record keeping principles; Basic database entry principles.
  • Maintaining confidential records
  • Establishing and maintaining cooperative working relationships within a diverse, multicultural, and student-friendly environment
  • Customer service principles
  • Demonstrate curiosity and humility in seeking to understand and empathize with diverse populations in an effort to provide services that foster diversity, equity, and inclusion
  • Basic math principles as applied in spreadsheets for data collection
  • Spelling and grammar principles
  • Preparing a variety of reports

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