Associate Coordinator Jobs (NOW HIRING)

Administrative Associate Coordinator (multiple positions)
Job ID: 322381
Location: Mesa Community College
Full/Part Time: Full Time
Regular/Temporary: Regular
Hiring Salary Range
$22.06 - $28.67/hourly, DOE
Grade
112
Work Schedule
Monday - Friday, 8am - 5pm; some evenings and weekends may be required
Summer Hours: Monday - Thursday, 7am-6pm
Work Calendar
12 Months
Maricopa Summary
10 Colleges. Unlimited Opportunities.
The Maricopa County Community College District is one of the largest community college systems in the nation. Home to 10 individually accredited community colleges and 31 satellite locations, we proudly serve students in every corner of the Valley. Each day, our dedicated faculty, staff, and administrators, live out our vision-creating excellence in education for a better world.
We focus on people-not profits.
With 100% acceptance, zero rejections, and affordable tuition, we provide the flexibility and support our students need to succeed in and beyond the classroom. Discover how we're changing college.
We don't just support our community-we help build it.
We are the largest provider of workforce development training in the state. The activities of our colleges and their students support one out of every 28 jobs in Maricopa County. Learn about our economic impact.
We believe our employees are our most valuable asset.
Our 10 colleges and District Office support nearly 10,000 jobs and careers throughout Greater Phoenix.
Join us in making a real difference in the lives of over 140,000 college students each year.
Campus Statement
Mesa Community College (MCC) is nationally recognized for its excellence in university transfer, career and technical programs, civic engagement, and innovative education. Serving more than 25,500 students annually, MCC offers a range of degree and certificate programs across its two campuses and additional locations. MCC students contribute more than 8,500 hours of community service annually. MCC serves as a key resource for education, workforce development, and lifelong learning. The college enhances student success through Guided Pathways with Integrated Support Services. A Hispanic Serving Institution, nearly 50% of MCC students are first-generation college attendees, and it boasts the largest Indigenous student population among Maricopa County Community College District (MCCCD) colleges, supporting students from 22 Arizona tribes and additional out-of-state tribes. Our award-winning faculty are committed to helping students achieve their goals through high-quality education, training, and undergraduate research opportunities. Located in the East Valley of Phoenix, Arizona, MCC is one of 10 colleges in MCCCD. Learn more at mesacc.edu.
Benefits
Maricopa County Community College District (MCCCD) is committed to providing a competitive and comprehensive benefits program that supports our employees' and their families' health and well-being. Therefore, the MCCCD benefits support every stage of life and are designed to meet the diverse needs of our community. Explore the wide range of benefits and perks available to eligible employees at MCCCD:
Affordable and Comprehensive Benefits Package:

• Nationwide Medical, Dental, and Vision Coverage
• Paid Time Off: Vacation, Sick Leave, and Personal Time
• 20 Paid Observed Holidays
• Company-paid Life Insurance, AD&D, and Short-Term Disability plans, with the option to purchase supplemental coverage
• Arizona State Retirement System (ASRS) Pension, including Long Term Disability and Retiree Health Insurance with 100% employer-matching contributions
• Optional Retirement Plans: 403(b), 457(b), Roth 403(b), Roth 457(b)
• Tuition Reimbursement for employees and dependents
• Annual Professional Development Funding
• Flexible Work Schedules

Employee Health & Wellness Programs:

• District-Wide Wellness Program with Workshops and Webinars
• Monthly Health & Wellness Calendar and Newsletter
• Virta Diabetes Reversal Program, Support Groups
• Employee Assistance Program (EAP)
• 
  Sight-On-Site Eye Care Services
  
• Pre-Retirement Planning Events
• Qualifying Employer for Public Service Loan Forgiveness (potential loan forgiveness for federal Direct Loans after meeting repayment requirements and working full-time for an eligible employer)

Job Summary
Mesa Community College is seeking two highly organized, detail-oriented, and student-centered Administrative Associate Coordinators to provide comprehensive administrative support to the Dean of Enrollment Services and the Dean for Retention and Completion. These positions play an essential role in supporting student-focused initiatives, managing daily operations, and ensuring efficient communication and coordination across departments to advance the college's goals that promote student access, persistence, and completion.
The Administrative Associate Coordinator serves as a welcoming point of contact for students, faculty, staff, and community partners while providing high-level administrative support that helps ensure smooth operations and effective communication across student services areas. The role involves managing day-to-day office operations, coordinating communication, scheduling, maintaining accurate records, and supporting programs and events related to the Dean's area of oversight.
Essential Functions
40% Administrative and General Office Operations, Support, and Scheduling
* Ensure smooth office operations, and support the team in administrative duties by organizing and coordinating the day-to-day activities of the Dean, directors, and managers to ensure efficient and effective business operations.
* Ensure the Dean is apprised of office activities, approaching deadlines, and other business needs.
* Manage the Dean's Calendar: Schedule meetings, appointments, and ensure the Dean's time is used efficiently. Coordinate multiple calendars.
* Reserve and prepare facilities, and record and transcribe meeting minutes. Arrange and coordinate travel schedules and reservations, including related expense reports.
* Coordinate deadlines by prioritizing work demands.
* Perform moderate to complex administrative support duties requiring specialized and extensive knowledge of the operations of the office. Analyze unit operating practices, such as recordkeeping systems, forms control, office layout, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures.
* Greet visitors, respond to (or refer) questions, answer and screen telephone calls, schedule and arrange conference calls. Read, route, and respond to incoming and outgoing mail and correspondence, including email and faxes.
* Create, proofread, and/or edit documents, reports, presentations, correspondence,invoices, and related materials. Reports may include conclusions and recommendations for solutions to administrative concerns.
* Budget Support: Assist with tracking budgets for programs and events, including expenses and reporting. Monitor and track budgets, funding, and expenditures; create required documents needed to make purchases for upcoming meetings or departmental functions; manage a procurement card; maintain an excellent and accurate record account of all purchases and reconcile monthly purchases.
* Serve as point of contact for the Dean for external and internal stakeholders and respond to inquiries adhering to any rules, regulations, policies, and procedures.
* Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders.
* Attend and contribute to in person and/or virtual meetings related to projects, programs, or functions in the Dean's area of oversight; take notes and follow up on commitments and action items.
* Direct services, such as maintenance, repair, supplies, mail, and files.
* Manage projects and conduct research, and carry out all things related to administrative support and general operations duties as required.
30% Student Retention Data, Records, and Systems Management
* Data Collection: Gathering and organizing data from various sources.
* Report Generation: Assist with creating reports that analyze trends in student key performance indicators.
* Database Management: Maintain and update databases or systems to track various college and student-related matters.
* Develop and maintain filing and record-keeping systems for auditing purposes.
* Coordinate with the Dean/directors/managers to manage yearly memberships.
* Create requisitions; and assist with budget preparation by gathering and compiling data from multiple sources.
* Assist students with concerns, including appeals and other irregularities.
* Assist the Dean with timekeeping in the Human Capital Management (HCM) system. Train employees on software programs such as Financial Management System (FMS), Human Capital Management (HCM), and/or Student Information System (SIS).
15% Student Support and Liaison
* Student Interaction: Serve as a point of contact for students who may have questions or need assistance.
* Assist the Dean in coordinating services and other intervention strategies for students at risk.
* Assist in the creation of promotional materials, newsletters, or web content related to department initiatives.
* Outreach Coordination: Help organize and manage outreach efforts to engage students, faculty, and staff in student enrollment and retention. Provide exceptional face-to-face support for all constituency groups.
* Coordinate communication and activities with the Student Affairs department, personnel, educational institutions, other outside organizations, and the public as appropriate.
* Coordinate, monitor, and troubleshoot assigned projects within the area of the Dean, and the division if necessary.
10% Compliance
* Maintain confidential student records in compliance with the Family Education Rights and Privacy Act, Student Code of Conduct, and Title IX.
* Adhere to and ensure compliance with applicable policies and procedures and safeguards confidential information.
* Ensure compliance, follow, understand, and adhere to federal, state, District Office, and institutional regulations/laws/policies.
* Maintain student confidentiality, including accurate and confidential records as required by accreditation agencies, school policies, and administrative regulations.
* Utilize relevant, appropriate, and approved systems to communicate and monitor student interaction and progress.
* Monitor the compliance and reporting standards and remain abreast of district, state, and federal regulations.
* Contribute toward creating a positive and respectful workplace. Use access to sensitive and/or not yet public college-related information only in the performance of the responsibilities of the position and exercise care to prevent unnecessary disclosure to others.
* Prepare accurate reports and documentation as required and requested.
* Ensure students equal access to MCC's curricular and co-curricular activities. Support students and counsel them to better understand their MCC experience.
* Remain current on best practices in order to promote the highest level of professionalism and integrity.
5% Other
* Participate in hiring committees as assigned.
* Serve on various executive boards, college and district committees (including locally, regionally, and nationally) as designated and participate in meetings and conferences.
* Responsible for other reasonable related duties as assigned commensurate to the grade level of the position.
Minimum Qualifications
Associate's Degree from a regionally accredited institution and three years of administrative office support, secretarial, or related experience providing office coordination activities, preferably involving executive level staff.
OR
An equivalent combination of the conferred degree and directly related full-time work experience as described above sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation, may be considered.
Desired Qualifications

1. Bachelor's degree or higher
2. One (1) or more years of experience in administrative office coordination
3. One (1) or more years working in higher education
4. Experience using Google Suite and/or Microsoft Office Suite (including Calendar, Docs/Word, Sheets/Excel, Slides/Power Point, Forms, and/or Drive)
5. Experience using tracking systems related to financial management, human capital management, and student information systems
6. One year of full-time, relevant MCCCD experience within the previous two years

Special Working Conditions
* Work schedule varies during the year: August through mid-May: Monday - Friday, 8 hour days; mid-May through the end of July: Monday - Thursday, 10 hour days
* May require working evening and weekend hours (example: Saturday coverage during peak weeks)
* Required to sit for a prolonged period of time; viewing a computer monitor
* May be required to travel or be assigned to another MCCD location
* Travel to campus during interview/selection process will be at candidate's own expense
* MCC does not sponsor individuals for work visas
How to Apply
Applicants are required to submit a cover letter and resume showing how the applicant meets the minimum and desired qualifications. All minimum requirements must be met at the time of the application.
Additional materials will not be accepted after the job posting has closed.
Missing materials or incomplete employment history will not be considered.
Please ensure your materials clearly provide the following information.

• Clearly illustrate how prior experience, knowledge and education meet the minimum and desired qualifications for this position.
• Indicate whether former or current employment is Full-Time or;
• Part-Time employment, to include Adjunct or Associate Professor (must include number of hours worked, contact hours or load)
• Provide employment history in a month/year format (e.g., 09/07 to 10/11) including job tit...