Administrative Assistant 2 - Aviation Technology

Pima Community College; Tucson (AZ); On-site; USD 25,000 - 33,000; Full time

Job summary

Pima Community College's Aviation Technology Department seeks a full-time Program Assistant to support multiple programs, handle enrollment, and assist faculty and the public with information and documents.

The role involves preparing reports, managing schedules, and processing requisitions, invoices, and payments while maintaining confidential records. Evening work and multiple campus assignments are possible.

Qualifications

• High school diploma or GED required.
• 1–3 years of related experience providing general office support.
• Valid Arizona driver's license required.

Responsibilities

• Manages student enrollment and course registration.
• Provides advanced office support to administrative staff and assists faculty with communications and documentation.
• Proctors certification exams for students and the public.
• Tracks and reports enrollment, loads, and adjunct status; assists with budget and purchasing processes.
• Schedules department meetings and maintains department records and files.
• Gathers, updates, and distributes department information and forms as requested.

Skills

Office support experience

Customer service

Communication skills

Education

High school diploma or GED

Associates degree (preferred)

Job description

The Aviation Department is housed at the Aviation Technology Center of Excellence located just west of Tucson International Airport. The #1 goal of Aviation faculty and staff is to provide worldclass service and training to our diverse student body. We currently offer training for aspiring Airframe and Powerplant Mechanics, Avionics Technicians, Structural Repair Technicians, Nondestructive Testing Technicians, Unmanned Aircraft Systems Operators.

The Aviation Program Assistant position is for a full-time non-exempt staff member beginning Fall 2025. The individual filling this position is responsible for a variety of office support duties for multiple programs of study within the Aviation Technology program. They will perform a full range of advanced clerical and office support duties to include, but not limited to, managing student enrollment; providing information and assistance to the college and the public; creating presentations in multiple formats; generating reports, requisitions, purchase orders, and monitoring invoices; updating and managing department files and records; schedules department meetings; proctoring industry certification exams for students and the public.

The work schedule for this position is flexible and may include working evenings and will possibly work at more than one campus, depending on need.

• Manages student enrollment and course registration
• Provides advanced office support to administrative staff and assists faculty by answering, screening and directing phone calls; reviews and responds to emails; prepares and proofs reports, letters, spreadsheets and requisitions; coordinates meetings, and takes notes
• Serves as first point-of contact for inquiries, complaints, and concerns. Interacts with students, faculty, staff, and the general public to answer questions concerning processes and procedures or confidential issues or concerns
• Gathers, assembles, updates, and distributes a variety of department or college specific information, forms, records, and data as requested
• Tracks financial activity and departmental budgets; reviews financial transactions and other documents for accuracy and availability of funds; ensures compliance with laws and College regulations and policies. Prepares financial documents as requested
• Participates in development of master schedule with management administrative staff
• Prepares reports on enrollment, loads, and status of adjunct faculty contracts. Provides notice of cancellation of classes and cancellations of faculty contracts in final approval status
• Coordinates projects with Deans, Directors, and Department Heads regarding budget, confidential records, and upcoming projects
• Develops and implements training for staff. Functions as a liaison between students, faculty, staff, and the general public
• Updates confidential files and records for students and staff
• Orders and maintains materials and supplies
• Proctors certification exams
• Performs all other duties and responsibilities as assigned or directed by the supervisor

• High school diploma or GEDand
• One to three years of related experience providing general office supportand
• Valid Arizona driver's license

or

• An equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above

Preferred:

• Associates Degree/Vocational or technical training in office management
• Experience using Enterprise Resource Planning Systems designed for education; e.g. Ellucian/Banner
• Experience using Learning Management Systems; e.g. D2L Brightspace
• Experience utilizing Pima Reports
• Bilingual; English/Spanish speaking

• Knowledge of administrative procedures and practices
• Knowledge of internal and external customer service principles and practices
• Knowledge and application of organizational and time management principles
• Skill in effective communication (both written and oral)
• Skill in performing a variety of duties, often changing from one task to another of a different nature
• Skill in positive, productive and flexible customer service
• Ability to adapt and maintain professional composure in emergent and crisis situations
• Ability to apply effective and accurate data entry and typing skills
• Ability to develop and maintain effective and positive working relationships