Administrative Specialist Sr

$19.46 - $25.29/hourly, DOE

110

Monday - Friday, 7:30am - 4pm
Summer Hours: Monday - Thursday, 7am-6pm

12 Months

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.

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 https://www.mesacc.edu/.

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 and 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) 

Administrative Specialist Senior for the Nursing Department. This individual will work closely with the Department Chair, Department Assistant Chair, and Nursing Department faculty, and staff.  Provides a variety of administrative and support functions for the Nursing Department, faculty, staff, and students. Responsibilities include, although not limited to: Managing and maintaining vendor agreements, assisting with the development and maintenance of departmental projects, provides academic support, manages multiple scheduling duties including classrooms and labs, budget and purchase tracking including use of FMS (requisitions, purchasing card (P-Card) transactions, 3rd party quotes, invoicing) for department purchases, HCM timekeeper, student information management, and Nursing Department Webpage maintenance.

40%   Administrative Support & Communication

• Provides strong customer service, interacts with and supports students, faculty, community members, vendors, and college staff including but not limited to: acts as first point of contact for the Nursing Department, receives and responds to inquiries and information requests on faculty schedules, contact information, course offerings, and other campus locations and resources, resolving issues or referring requests to appropriate resource.
• Coordinates with the department chair, faculty, and department team members to provide administrative support to the department.
• Uses problem-solving skills daily to keep the department working smoothly.
• Generates data reports from reporting systems as requested.
• Maintains academic records/files. 
• Provides front office reception & manages a multi line phone system. 
• Participate in the department faculty meetings as required.

20 %       Budget & Inventory Management

• Supports the department by using technological skills and business systems such as FMS, HCM, SIS, Google Calendar/Drive/Sheets/Slides/Docs, 25 Live reservation system, and Canvas. 
• Supports residential and adjunct faculty by collaborating with faculty and other staff when needed/requested 
• Maintains and orders academic supplies necessary for faculty and class management 
• Maintains electronic and physical filing systems, ensuring records, and files comply with institutional retention policies.

20%       Instructional & Classroom Logistics 

• Works in a fast-paced, public environment while handling multiple tasks that require an attention to detail.
• Manages, maintains, and tracks ALL student and faculty compliance pertaining to health and safety requirements through clinical tracking systems (American Databank/Complio/My Clinical Exchange including account renewal) maintaining communication with all parties.
• Assists students and faculty with enrollment issues and provides courtesy calls/emails to students regarding scheduling changes.
• Assists with the planning and implementation of various department events/programs, meetings, and services including intercampus collaborations. 
• Assist with input of faculty load, submitting COMs as required.
• Contacts adjuncts as needed and assists with faculty hiring/on boarding.
• Assists in collection and filing of course syllabi in line with District Guidelines.
• Drafts and distributes departmental announcements, updates contact list, and other program related information.
• Check classrooms for supplies and current configurations.

15%       Document Creation, Records Management & Research Support

• Designs and formats documents, reports, presentations, newsletters, and promotional materials, as needed.
• Conducts research and gathers data to support programs, accreditation projects, or retention initiatives.
• Assist with management and input of data into the Nursing Student Tracker, current and incoming nursing students, and assists with healthcare compliance as required. 
• Prepares routine and non routine correspondence.
• Accesses class rosters and program data. 
• Prepares and/or edits schedules, maintains a variety of office files, develops and maintains Nursing Department required reports, assists with collecting data on program outcomes, prepares correspondence with other agencies and departments, may assist with educational agreements with outside agencies.

5%          Staff Training & Other Duties         

• Provides training, orientation, and ongoing support to new staff and faculty on departmental processes and tools.
• Other duties as assigned - flexible tasks that arise to meet departmental goals and priorities.

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

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.

A. Customer service experience and organization skills

B. Experience with educational systems, such as student information, human capital management, financial management (P-Card reconciliation, fiscal record management, requisition creation, etc.)

C. Proficient in Microsoft Office software or equivalent (Google platform/Excel)

D. Experience working in a fast-paced educational environment

E. Experience in reviewing information, forms, and data to verify accuracy, completeness, and consistency

F.  Experience in compiling and assembling records and information and managing confidential records/information 

G.  One year of relevant full-time MCCCD experience during the previous two years

Standard 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

May be required to lift or carry up to 25 lbs

Required to sit for a prolonged period of time; viewing a computer monitor

May be required to travel or be assigned to the RM location

Travel to campus during interview/selection process will be at candidate's own expense

MCC does not sponsor individuals for work visas

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 title, job duties, for each position held and name of employer for each 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.

Maricopa County Community College District (MCCCD) complies with the Americans with Disabilities Act (ADA) of 1990. Qualified applicants or candidates with disabilities can submit a reasonable accommodation request at any point in the hiring process, and MCCCD's policy is to provide reasonable accommodation unless such accommodation would cause an undue hardship.  If a reasonable accommodation is needed, please contact the ADA Coordinator from the hiring campus location for assistance via email at adasupport@domail.maricopa.edu

MCCCD is an Equal Opportunity Employer.

Applicants who currently work for any of the MCCCD campuses/locations should utilize their HCM Employee Self Service page to apply for jobs by logging in to HCM and clicking on NavBar > Navigator > Self Service > Recruiting > Careers.  Click on link for instructions on how to apply.

Applicants who are not currently working for any of the MCCCD locations should apply at https://www.maricopa.edu/about/careers.

If you encounter a technical issue in the upload of documents or the submission of your application, please contact MCC Human Resources at strategicstaffing@mesacc.edu prior to the application deadline.  We are accessible on business days from 8:00 am to 5:00 pm.

Apply on or before October 4, 2026 to be considered.

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.