Administrative Specialist Senior

Maricopa Community College district; Glendale (AZ); On-site; USD 27,000 - 35,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Tuition reimbursement for employees

Arizona State Retirement System (ASRS)

Job summary

Maricopa County Community College District (MCCCD) seeks an Administrative Specialist Senior at Glendale Community College to provide advanced administrative support for facilities management, budget tracking, invoicing, and data entry. The role involves initiating maintenance work orders, assigning tasks, and supporting internal/external customers.

Strong scheduling, reporting, and vendor coordination are essential. Open to regular full-time employment with a 12-month calendar.

Qualifications

• Associate's Degree and two years of administrative office support or related experience.

Responsibilities

• Assist with research and coordination of projects related to Facilities Management practices.
• Communicate with internal and external customers regarding policy, procedures, work requests, and event information.
• Provide customer support and specialized administrative support related to assigned work areas.
• Oversee maintenance of files, records, and database information.
• Create documents, reports, and other communication material.
• Prepare and maintain schedules, coordinate calendars, and track meetings.
• Design and format complex documents and presentations using Microsoft Office.
• Track Facilities Department positions (full-time, part-time, contracted).
• Provide training to staff related to assigned functions.

Education

Associate's Degree

Tools

Microsoft Office

Job description

Administrative Specialist Senior

Job ID: 323345

Location: Glendale Community College

Full/Part Time: Full Time

Regular/Temporary: Regular

Salaries: $19.46 - $25.29/hourly, DOE

Grade: 110

Work Schedule: Monday - Friday, 6am - 3pm / Summer Hours: Monday - Thursday, 5am-3:30pm

Work Calendar: 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.

Benefits

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)

Job Summary

This position provides advanced administrative office support and program coordination, with a large focus on budget tracking, invoicing, allocations, and data entry in support of the Facilities Department personnel and internal/external customers. This position is also responsible for initiating maintenance work orders, assigning them to appropriate personnel, and providing customer support as needed. Additionally, this position schedules and attends meetings, provides briefings, and tracks data analytics and reporting measures to support and enhance facility maintenance practices.

Essential Functions

Administrative Function: 30%

1. Assist with research and coordination of projects related to Facilities Management practices
2. Communicates with internal and external customers regarding policy, procedures, work requests, and event information.
3. Provides customer support and specialized administrative support related to assigned work areas.

Reporting and Program Function: 30%

1. Oversees the maintenance of files, records, and database information.
2. Creates documents, reports, and other communication material.
3. Prepares and maintains schedules, coordinates calendars, and tracks meetings
4. Designs and formats complex documents, correspondence, and presentations using Microsoft Office suite and other online programs.
5. Tracks Facilities Department full-time, part-time, and contracted positions.
6. Provides training to staff related to assigned job functions and areas of responsibility.

Budgeting/Invoicing: 30%

1. Oversees Facilities Department budget and purchasing activities
2. Creates purchase requisitions and distributes approved purchase orders and invoices for paid services.
3. Tracks and monitors procurement card activities in support of Facilities Department expenditures.
4. Coordinates office supplies and equipment inventory and maintenance services.

Other Duties: 10%

1. Coordinates vendor/contractor activities throughout both campus locations.
2. Knowledgeable of applicable policies, procedures, and required training.
3. May lead work or focus teams on assigned projects/initiatives.
4. Other scheduled work in line with common essential functions.

Minimum Qualifications

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 education and/or 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. Budgeting/invoicing experience within a higher education system or public government agency
2. Experience overseeing projects and program initiatives
3. Experience with computer systems such as Microsoft Suite and/or Google Suite.
4. Experience with computerized maintenance management systems related to Facilities Management
5. Two years of customer service experience
6. One year of full-time relevant MCCCD experience during the previous two years

Posting Close Date

Open until filled

First Review will be on Monday, October 12, 2026.

Applications received after the review date may not be screened

EEO, Title IX, & Clery Act

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.

MCCCD is an Equal Opportunity Employer.

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 [e-mail]

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.