Administrative Secretary III
Maricopa County Community College District - Avondale, AZ

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Estrella Mountain Community College is hiring an Administrative Secretary III to work under a learning college philosophy (http://www.estrellamountain.edu/learning-college). The position performs a wide variety of secretarial duties, works with frequent interruptions and change in a fast-paced environment in support of division chair, faculty, and other staff members.

Essential Functions

50% - Coordinates complex online orientation and documentation systems in collaboration with clinical agencies, faculty, and students; manages all student and faculty files including online databases to meet regulatory requirements and for statistical reporting purposes; completes and submits mandatory forms to regulatory agencies within specified timelines
20% - Works with division chair to create complex classroom, clinical, and lab schedules, including: scheduling class time, lab time, and room location; assists division chair with hiring processes and staffing faculty for the nursing lectures, lab and clinical rotations; works with Human Resources to process paperwork, and Information Technology to set up computer access and accounts; creates and submits on line assignments and Requisitions Personal Service Forms (RPS) for adjuncts
15% - Coordinates scheduling and running of Nursing and Institute Orientation sessions, including: sending out multiple email invitations, processing copies of handbooks, mandated forms to meet regulatory requirements, and background/drug testing needs; coordinates scheduling and running of the Nursing Pinning Ceremony
10% - Creates purchase orders and maintains processes to purchase specific instructional and testing materials for students as requested by division chair and faculty; coordinates setup and administration of online test software with IT and faculty; coordinates ordering / purchasing of textbooks; coordinates ProCard and other purchases within budget guidelines and within required timelines; assists faculty with SIS and other databases to meet division needs; organizes division events, to include purchase and pick up of supplies/refreshments and other needs
5% - Performs front office receptionist duties for the Division; types correspondence, reports, agendas and meeting minutes, and various other items using computer and Microsoft Office software (Word, Excel, Access, PowerPoint); performs other related duties as assigned

Minimum Qualifications

- Secretarial experience involving the coordination of diverse activities such as events and meetings
- Experience managing confidential records and sensitive issues
- Experience using Microsoft Office Suite to create documents and spreadsheets

Desired Qualifications

- Two (2) or more years of experience working in higher education
- Experience working within the healthcare field
- Experience in creating purchase orders, monitoring budget lines and generating reports from an online financial system
- Knowledge of course scheduling process
- Experience building courses in a Student Information System (SIS)

Special Working Conditions

This position will require prolonged periods of time sitting and viewing a computer monitor. May be required to work evenings. May require driving to offsite functions or to regulatory agencies. Requires a valid Arizona Class D Driver's License. Must meet district minimum standards regarding driving: http://www.maricopa.edu/legal/rmi/vehicle.htm#requirements

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