Administrative Specialist Senior – HigherEdJobs

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Administrative Specialist Senior

Job ID: 319622
Location: Estrella Mountain Comm College
Full/Part Time: Full Time
Regular/Temporary: Regular

Salary Range

$18.56 – $24.13/hourly, DOE



Work Schedule

Schedule is based on the operational needs of the department and EMCC.

Work Calendar

12 Months

Maricopa Summary

Are you looking for a place to work where you can make a real difference in the lives of over 200,000 college students every year?

Would you like to be part of an organization that adds $7.2 billion dollars to the economy and supports nearly 100,000 jobs in the fastest growing county in the United States?

Whether you’re teaching, working, or learning Make It Happen At Maricopa County Community Colleges!

About Us

What’s Currently Happening at Maricopa

  • Many of our campuses have received grant awards through the National Science Foundation to improve undergraduate STEM Education: Hispanic-Serving institutions program (HSI Program).
  • Commitment to diversity, inclusion, equity and employee groups to create an environment of shared governance
  • One of the largest community college systems in the country
  • 2020 Healthy Arizona Worksites Program recipient
  • Named 19th Best Employer for Women by Forbes
  • 2019 No. 42 in Arizona’s Best Employers


The Maricopa County Community College District (MCCCD) is committed to providing you with a competitive, comprehensive benefits program that provides the care you and your family need to lead healthy and productive lives. Our benefits are designed to provide support for every life stage and lifestyle in our community.

Benefits & Perks Options:

  • 20 paid observed holidays
  • Arizona State Retirement System (ASRS) & 12% Employee Contribution Match (Pension, Long Term Disability, and Health Insurance)
  • Paid vacation, sick, and personal time
  • Maricopa Employee Store: Perks & Gears (exclusive discounts and offers for Maricopa Community Colleges faculty and staff)
  • Annual professional development growth funding
  • Tuition reimbursement for employees and dependents
  • Flexible work schedules
  • Maricopa Employee Health & Wellness Program:
    • Sight-On-Site Eye Care Services
    • Diabetes Empowerment Education Program
    • Mobile On-site Mammography Screenings
    • Employee Assistance Program (EAP)
    • Wondr online program that teaches clinically-proven, healthy habits that lead to less stress, better sleep, weight loss, and more
    • Pre-Retirement Events
  • Public Service Loan Forgiveness (may forgive the remaining balance on a federal student loan made directly by the U.S. Department of Education after qualifying).
  • 10+ Maricopa Affinity Resource Employee Groups (Celebrates diversity, embraces inclusion, and supports employees, students, and community!)

Job Summary

Estrella Mountain Community College (EMCC) is hiring an Administrative Specialist Senior. This position supports the Life Sciences division by executing highly diverse administrative and secretarial functions.

Essential Functions

25% – Provides administrative and secretarial support to the Life Sciences division; maintains financial and academic records/files; Communicates policy /procedural, event or program information as necessary; maintains master calendar for Science by scheduling appointments, programs, committees, and divisional meetings/events; provides office reception; manages phone calls; assists with the planning and implementation of various divisional events/programs and services including intercampus collaborations; supports the division by using technological skills and business systems such as FMS, SSRS, HCM, SIS, Google Mail/Calendar/ Drive/ Sheets/ Slides/ Docs, 25-live reservation system, etc.; remains current with technology and systems through regular professional development and training.

25% – Monitors and coordinates services such as maintenance, media, printing, and word processing with college/district departments and external organizations; coordinates and provides research assistance on special projects and programs; maintains statistical data for programs and services; orders textbooks, supplies; assists faculty with travel booking/purchasing/reporting; creates purchase orders and requisitions; maintains and manages ProCard, tracks expenditures; assists with budget preparation, monitoring and maintenance; assists with division mail pick up and distribution.

25% – Assists Division Chair with division responsibilities including but not limited to scheduling residential, adjunct and dual enrollment instructor evaluations, division classes, internal and external meetings and meeting rooms.

25% – Supports residential and adjunct Life Sciences faculty by collaborating with faculty and other staff when needed/requested; accesses class rosters; orders and delivers supplies to instructors and classrooms; makes copies of course materials; provides basic computer related and copier support; prepares and maintains confidential personnel and payroll records; ensures documents (e.g. faculty and budget documents) remain current; assists with faculty orientation; develops divisional promotional materials; performs other assigned duties which are commensurate to grade level of position.

Minimum Qualifications

Associate’s Degree from a regionally accredited institution and two (2) years of administrative office support or related experience providing a wide variety of secretarial, administrative office support and/or administrative coordination activities.


High school diploma/GED from a regionally accredited institution and four (4) years of administrative office support or related experience providing a wide variety of secretarial, administrative office support and/or administrative coordination activities.

Desired Qualifications

  1. One (1) year of experience in an advanced administrative support position.
  2. Experience Maintaining financial entries, expenses and budgets in a system such as Financial Management System (FMS), or similar systems.
  3. Experience reporting, scheduling and building course information using a system such as 25-Live, Student Information System (SIS) and using Enterprise Reporting System (ERS)/Tableau or similar systems.
  4. Experience using Google productivity tools, MicroSoft Suite, or similar programs
  5. Experience working with administrative personnel (division chair, deans, managers, etc.) for report preparation, data collection, and/or coordination of special events
  6. Experience working with diverse populations

How to Apply

Applicants are required to submit a cover letter showing how the applicant meets the minimum and desired qualifications, and a resume with three professional references, preferably current and/or former supervisors. If references are not provided in resume upon application, they will be requested at time of interview.

All minimum requirements must be met at the time of the application.

Provide employment history in a month/year format (e.g., 09/07 to 10/11) including job title, job duties, for each position held and name of employer for each position. Indicate whether former or current employment is Full-Time or Part-Time employment (must include number of hours worked or load)

Additional materials will not be accepted after the job posting has closed.

Applications missing materials will not be considered. Please ensure your materials include the following:

  • Resume
  • Cover letter that illustrates how prior experience, knowledge and education meet the minimum and desired qualifications for this position. To address each desired qualification, a table may be used. Applications missing this document will NOT be considered.
  • Clearly illustrate how prior experience, knowledge and education meet the minimum and desired qualifications for this position.
  • Three professional references, preferably current and/or former supervisors. If references are not provided in resume upon application, they will be requested at time of interview.

Posting Close Date

Open until filled
First Review on Febuary 13, 2024
Must apply on or before 11:59 P.M. on Febuary 12, 2024 to be considered
If unsuccessful in finding a candidate during the initial review a subsequent review date will be determined

EEO, Title IX, & Clery Act

Maricopa County Community College District (MCCCD) will not discriminate, nor tolerate discrimination in employment or education, against any applicant, employee, or student because of race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship status (including document abuse), age, disability, veteran status or genetic information.

Title IX of the Education Amendments of 1972, states: “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance.”

The policy of the MCCCD is to provide an educational, employment, and business environment free of gender discrimination. Incidents of misconduct should be reported to the college Title IX Coordinator, as outlined in policy, contact information is available at this link Title IX Coordinators.

The Clery Act is a Federal law requiring United States Colleges and Universities to disclose information about crime on and around their campuses. Crime reporting data for each of the Maricopa Community Colleges, as required under the Clery Act, is available at this link Clery Act.

To apply, visit


The Maricopa County Community College District is an EEO/AA institution.

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