Administrative Assistant AZCTECC Apprenticeship

Pima JTED; Tucson (AZ); Remote; Part time

Job summary

Pima JTED is seeking an Administrative Assistant for the AZCTECC Apprenticeship. This part-time role involves administrative support, including managing schedules, processing documentation, and assisting apprentices. Ideal candidates will have strong organizational skills and previous experience in similar roles, along with a high school degree or equivalent.

Qualifications

• High School Degree or equivalent required.
• Previous experience in an administrative or office support role preferred.
• Proficient in word processing and spreadsheet applications.

Responsibilities

• Provide administrative support to the Apprenticeship Coordinator.
• Manage calendars, schedule meetings, and coordinate appointments.
• Serve as a point of contact for apprentices and external partners.

Skills

Organization

Communication

Time Management

Problem Solving

Education

High School Degree

Associate’s degree or some college coursework

Tools

Microsoft Office

Google Apps

Job description

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Term of Employment: 20 hours per week, 12 Months/with some benefits

Pay Range: $16.00 - $20.00/Depending on experience

Reports to: AZCTECC Apprenticeship Coordinator

Location: Remote; Arizona residence required

Position Summary

The Administrative Assistant plays a crucial role in supporting the Apprenticeship Coordinator and the statewide CTE Apprenticeship Program. A highly organized and detail-oriented assistant ensures the smooth and efficient operation of the apprenticeship program by providing essential administrative support. A proactive communicator with strong organizational skills who can manage multiple tasks in a fast-paced environment contributes to the program’s overall effectiveness.

Essential Duties And Responsibilities

The list of essential functions is not exhaustive and may be supplemented.

• Provide administrative support to the Apprenticeship Coordinator to ensure efficient program operations.
• Manage calendars, schedule meetings, coordinate appointments, conferences, and arrange travel accommodations as needed.
• Process requisitions, create invoices, and order supplies and equipment to support program needs.
• Serve as a point of contact for apprentices, employers, and external partners, answering inquiries via phone, email, or in person.
• Communicate with AZCTECC Member District staff, CTE Local Directors/Administrators, teachers, constituents, and business partners through various channels.
• Assist in maintaining relationships with partner organizations, employers, and community partners.
• Maintain and update apprenticeship program documentation, including tracking program progress, participant records, certifications, and compliance requirements.
• Assist with data management, ensuring compliance with program regulations, and support the preparation of performance reports, grant updates, and other required documentation for internal and external stakeholders.
• Prepare and maintain apprenticeship-related forms, contracts, and reports for auditing and regulatory purposes.
• Assist in onboarding new apprentices, providing necessary documentation, and facilitating the orientation process.
• Track apprentice attendance, progress, and performance evaluations, ensuring timely follow-up and coordination.
• Provide technical assistance to member districts regarding program documentation, application processes, and compliance requirements.
• Support the development and maintenance of curricular resources, apprenticeship program guidelines, and articulation agreements.
• Perform administrative tasks related to grant compliance and achievement of grant goals.
• Assist in organizing and facilitating apprenticeship-related events.
• Manage event logistics, including booking venues, ordering supplies, preparing materials, and handling registrations.
• Participate in training and professional development activities to stay current with best practices in apprenticeship programs.
• Perform other related duties as assigned.
  
  

Minimum Qualifications/ Education And/or Experience/ Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• High School Degree or equivalent required; Associate’s degree or some college coursework in business administration, business leadership, office practices, or related field preferred.
• Previous experience in an administrative or office support role, preferably within an educational or apprenticeship setting preferred.
• Proficient in word processing, spreadsheet applications, and relevant software applications (Google Apps, Microsoft Office, Microsoft Excel, etc.)
• Ability to handle confidential information with discretion.
• Must pass a background check.
• Possess a valid AZ driver’s license.
• Proof of MMR immunization required, unless born prior to January 1,1957
• Negative TB test within the last year
• Knowledge of Career and Technical Education preferred.
• Ability to sit or stand for extended periods.
• Ability to lift and move office materials, documents, and supplies (up to 20 lbs).
  
  

Knowledge, Skills, And Abilities

• Self-motivated, self-directed, and comfortable taking initiative
• Strong organizational and time-management skills, with the ability to prioritize and complete tasks effectively.
• Excellent written and verbal communication skills and able to establish and maintain effective working relationships.
• Growth mindset oriented
• Driven to seek out and use feedback to improve and grow
• Enthusiastic and open-minded in facing challenges
• Collaborative
• Ability to work independently and as part of a team.
• Demonstrates flexibility
• Creative problem-solving skills
• Attuned to detail and also able to see the big picture
  
  

Expectations

The Administrative Assistant directly supports the coordination of the Apprenticeship Program's daily tasks to achieve the project’s goals and objectives. Consistent and timely completion of tasks is imperative. The Administrative Assistant is expected to communicate regularly with the Coordinator to ensure timely progress of projects and tasks.

Training And Evaluation

The Administrative Assistant will be provided training related to all functions of their position. An evaluation will be conducted at 90-days and annually thereafter.

Position Funding

The Apprenticeship Administrative Assistant position is funded by an ADE CTE Innovative Program and/or Leadership Grant. The duration of this position is contingent upon the availability of grant funds.

FLSA Status: Non Exempt

Application Process

Submit a cover letter, resume, one signed professional reference letter, and a copy of certificate(s) via the district’s online application system

(https://www.applitrack.com/pimajted/onlineapp) Open until filled.

Pima County JTED #11 is committed to a policy of nondiscrimination in relation to race, color, religion, gender, age, national origin, language of origin, disability, sexual orientation, gender identity or expression, or marital status. Unless expressly superseded by controlling federal or state statutes, regulations or court decisions, this policy will prevail in all matters concerning staff members, students, the public, educational programs and services and individuals with whom the Joint Board does business.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative

• Industries

  Primary and Secondary Education

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