Administrative Assistant IV, Dean of Students
Are you a detail-oriented, organized, and adept communicator? Our ideal candidate thrives on maintaining professionalism and excels with Microsoft Office Suite. If you possess exceptional interpersonal skills, shine in customer service, especially in serving students, we invite you to apply! As Administrative Assistant IV, you'll support our Dean of Students, utilizing your exceptional communication and organization skills to make a difference in students' lives while advancing your career. Join us and be at the heart of our operations!.
Salary: $21.81 - 23.12 per hour, depending on experience. Plus, excellent fringe benefits.
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. Supervises the work of others including hiring, training, performance evaluations, and professional growth. Liaison to all areas of the college acts on behalf of the Department by exercising judgment and discretion in all confidential matters of significance. May perform duties related to confidential student conduct concerns; assisting the Dean with student conduct.
• 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 the 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-cards, and/or Travel card holders 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 report. Drafts and edits division job descriptions. Creates and formats PowerPoint presentations with content provided by the supervisor.
• Lead committees. Acts as a mentor to new administrative assistant employees. Leads the Team to perform at the highest level, creates professional growth opportunities for the Team.
• Oversee the front desk/area by answering phones, responding to inquiries in person, emails, and other forms of communication. Provides coverage for others while out of the office. Directs customers to various locations on campus. Provides detailed information for customers. Supply program information. Directs students, and answers inquiries.
• Events; creates facilities requests, sets up events creates marketing materials. Reserve rooms. Researches and verifies information for program reports and special projects.
• Support and participate in strategic planning initiatives and performs other duties as assigned.

Required Qualifications:

• Associates Degree
• Four (4) years clerical experience
• Or High School Diploma and six (6) years' experience

Preferred:

• Administrative experience in a Higher Education Setting with experience in Campus/Student Life.
• Three years of professional experience with FERPA or handling confidential information.
• Professional experience in case management and ERP systems.
• Administrative experience in student conduct.

Additional Eligibility Requirements:

• May require a valid Driver's License

Classification:

• Non-Exempt

Position Type & Work Schedule:

• Full-time, 12 months
• Monday-Thursday, 7:00am - 5:00pm OR 8:00am - 6:00pm depending on location
• May require Fridays, nights, and weekends
• Not eligible for overtime

Knowledge, Skills, and Abilities:

• Knowledge of and ability to follow college policies and procedures
• Knowledge of or ability to maintain organizational structure, workflow and operating procedures
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent understanding of clerical procedures and systems such as recordkeeping and filing
• Ability to work independently and reliably
• Exercises discretion and independent judgment with executive matters of significance
• Detail-oriented and professional
• Extremely proficient with Microsoft Office Suite
• Excellent understanding of office equipment
• Excellent understanding of clerical procedures and systems such as recordkeeping and filing
• Flexible and adaptable in various situations and when interacting with many different personalities
• Exceptional ability to organize and prioritize tasks, including delegation of tasks when appropriate
• Knowledge of, or ability to quickly acquire, familiarity with the assigned department's roles and functions and any specifically applicable laws or guidelines
• Ability to mentor others
• Ability to complete all departmental and/or institutional mandatory training or development
• Ability to work independently, follow multiple projects and tasks through to completion, with close attention to detail while contributing to team environment
• Ability to provide support and assistance for diverse populations in a professional and supportive manner
• Ability to communicate effectively, verbally, in writing, and in a public setting, and to relate to others in a professional manner
• Ability to analyze problems, identify solutions, and take appropriate actions to resolve problems using independent judgment and decision-making processes
• Ability to establish and maintain effective working relationships with other department staff, faculty, students and the public

Work Environment:

• Indoor office, normal noise level, and good lighting.

Physical Demands:

• Sitting for prolonged periods of time, viewing a monitor.

Travel:

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

Note:

• Yuma Campus
• Benefit Eligible

POSTING DATE: May 19, 2024
FIRST REVIEW OF APPLICATIONS: We are extending the first review date to begin on June 3, 2024. Applications submitted after the first review date may not be considered for the position. 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.

1. Completed Application
2. Resume or Curriculum Vitae (no more than 3 pages)
3. Cover Letter
4. Unofficial Transcripts

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