PT - Administrative Assistant IV, Entrepreneurial College at Arizona Western College

PT - Administrative Assistant IV, Entrepreneurial College

Salary:

$15.00 per hour.

Summary of Function:

The Administrative Assistant IV oversees and directs the administrative support of the department, providing the second highest level of administrative and clerical support. The position is the fourth level in the Administrative Support family.

Typical Duties:

• Serves Students. Oversees the division/department as the Administrative Assistant IV by answering phones, and responding to inquiries in person, emails and other forms of communication. 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 to various locations on campus. Provides detailed information for students. Supplies program information. Directs students, and answers inquiries.

• Calendar: schedules all appointments and calendaring for supervisor. Reminds supervisor of meeting times. Sets up appointments for other staff in the department. Cancels and resets appointments. Creates travel arrangements for supervisor and other department members. Supports Dean in the implementation

of projects, managing daily work routines, meetings, priorities, and appointments, and maintaining digital files.

• Purchasing; 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 travel documents for supervisor and other department members. 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. May order books.

• Takes notes at meetings; department, division, committee, councils, or external meetings. Sorts mail and distributes mail daily. Runs reports. Drafts and edits division job descriptions. Creates and formats PowerPoint Presentations with content provided by the supervisor.

• Events; creates facilities requests, sets up events, creates marketing materials. Reserve rooms. 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.

Required Qualifications:

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

OR

• High School Diploma and six (6) years of experience

Additional Eligibility Requirements:

• Arizona Driver's License or equivalent

Classification:

• Non-Exempt

Position Type & Work Schedule:

• Part-time

• Up to 19 hours per week

• Work flexible schedule to meet the program, department, and/or institutional needs, which may include

Fridays, nights, and/or weekends

Knowledge, Skills, and Abilities:

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

• Knowledge of and skill with utilizing current technologies and word processing, database, presentation, and

spreadsheet software, specifically, Microsoft Office, Google, and Windows applications

• Knowledge of the general proper operation of and the ability to use personal computers and standard office

equipment

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

• Ability to communicate effectively, verbally and in writing, and to relate to others in a professional, helpful manner

• Ability to effectively interact and communicate with a diverse internal and external community

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

• Ability to maintain confidentiality of sensitive information

• Ability to exercise and demonstrate flexibility, tact, discretion, diplomacy, assertiveness, and strong customer service skills

• Ability to work independently while contributing to team environment

• Ability to maintain confidentiality of sensitive information

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

• Ability to maintain accurate office procedures and clerical procedures and systems such as record keeping and filing

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

• Ability to establish and maintain effective working relationships with supervisors, other department staff, students and the public

Work Environment:

• Inside office environment with normal noise and lighting levels

• Work is performed in an open office environment with staff contact and interruptions

Physical Demands:

• Prolonged periods sitting at a desk and working on a computer

• Prolonged periods of standing and/or walking

• May lift, carry, push, and/or pull, at times a minimum of 10 pounds

• Occasionally stoop, bend, kneel, crouch, reach, and/or twist

Travel:

• May be required to travel to other locations using various modes of private, commercial, or fleet transportation, and as needed to support program, department and institutional needs

Note:

• Yuma Campus

• Not Benefit Eligible

• The statements within this document describe the general nature, level, and type of work performed by the

individual(s) assigned to this classification and are not intended to be an exhaustive list of all responsibilities,

demands, and skills required of personnel so classified

• The institution and its designated representatives reserve the right to add, delete, or modify any and/or all

provisions of this description at any time as needed without notice

POSTING DATE:

December 4, 2024

FIRST REVIEW OF APPLICATIONS:

This position will remain open until a suitable candidate is found.

APPLICATION PROCEDURE:

The following materials must be uploaded at the time of application. Any materials submitted via e-mail, fax, or mail will not be accepted. Applications missing any of the below requirements will be considered incomplete and will not be reviewed.

• Completed Application

• Resume or Curriculum Vitae (no more than 3 pages)

ADDRESS INQUIRIES TO:

Arizona Western College

Human Resources

Phone: (928) 344-7505 / FAX: (928) 317-6001 / TTY: (928) 344-7629

Email: Human.Resources@azwestern.edu

ARIZONA WESTERN COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER