Administrative Specialist Sr - Williams Campus

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

Benefits offered by this job

Tuition Reimbursement

Annual Professional Development Fund

Flexible Work Schedules

Paid Holidays

Job summary

Maricopa County Community College District (MCCCD) is hiring an Administrative Specialist Sr for the Williams Campus. The role coordinates division programs, serves as primary liaison with vendors and partners, and provides high‑level clerical support.

Responsibilities include managing class schedules, room reservations, staff onboarding, and communications; budgeting, purchasing, and inventory; document creation and research; plus staff training and additional duties as needed.

Qualifications

• Associate's Degree and two years of administrative office support or related experience.
• Desire: senior administrative experience coordinating complex operations and schedules.
• Proficiency in Microsoft 365 applications and related databases, reporting tools, and administrative systems.

Responsibilities

• Provide high‑level administrative support and act as primary liaison for the division.
• Coordinate class schedules, room reservations, onboarding of adjuncts, and communications.
• Monitor budgets, track expenditures, and assist with procurement and inventory.
• Prepare complex documents, reports, and correspondence; conduct data research as needed.
• Train and support staff on department processes and tools; perform other duties as assigned.

Skills

Administrative support

Budget/Procurement

Project coordination

Data/Reporting

Education

Associate's Degree

Tools

Microsoft 365 (Excel, Word, Teams, SharePoint)

Job description

Administrative Specialist Sr - Williams Campus

Job ID: 323484

Location: CGCC - Williams Campus

Full/Part Time: Full Time

Regular/Temporary: Regular

Hiring Salary Range

$19.46 - $25.29/hourly, DOE

Grade

110

Work Schedule

Monday - Friday, 8am - 5pm
Summer Hours: Monday - Thursday, 7am-6pm

Work Calendar

12 Months

Maricopa Summary

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

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)

Job Summary

Provides high-level administrative and secretarial support, coordinates division programs and operations, serves as the primary contact and resources within the department, and serves as the primary liaison between the Division/College and external partners, including vendors and the business community.

Essential Functions

35% Administrative Support & Communications

• Receives and responds to inquiries and information requests, resolving issues or referring requests to appropriate resource
• Communicates with internal and external resources regarding policy/procedural, event or program information
• Act as the primary point of contact (front-desk, phone, email) for inquires, receives, evaluates, and resolves requests or routes them to the appropriate office (HR, IT, Fiscal, etc)
• Schedules, prioritizes, coordinates and performs administrative office support activities related to meetings, events or office services.
• Assists with research, gathers information and provides coordination of activities and administrative support of projects, programs or services
• Prepares and maintains schedules, coordinates calendars, researches and makes travel arrangements

25% Instructional & Classroom Logistics

• Build, process class schedules, and submit class change requests when needed; reserves classroom/rooms and manages room‑reservation systems.
• Contact adjuncts, finds substitutes, and assists with faculty hiring/onboarding.
• Draft and distribute departmental announcements, and other program‑related information
• Check classrooms for supplies and current configurations.

25% Budget & Inventory Management.

• Coordinates purchasing, receipts, and maintenance of supplies and equipment.
• Monitors and tracks division budgets, funding and expenditures; assists with budget preparation and financial reporting.
• Reconciles P‑Card purchasing inline with District Guidelines.
• Utilizes HCM/FMS/SIS (or equivalent) system for payroll, time-and-labor entry, and student information tasks.
• Coordinates the inventory and replenishing of office supplies and office equipment maintenance services

10% Document Creation, Records Management & Research Report.

• Researches, gathers, compiles and reviews data and information in support of assigned function, program, project or support area.
• Designs and formats complex documents; composes original documents, correspondence, presentations, and creates documents, reports, correspondence, and/or other communication materials.
• Conducts research and gathers data to support programs, project, or retention initiatives; prepares routine and non-routine correspondence.
• Oversees the maintenance of files, records, database information and documentation related to assigned area and according to established procedures

5% Staff Training & Other Duties

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

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. Senior Administrative Experience: At least 2 years of relevant work experience within the past 4 years providing advance administrative support, managing complex office operation, and support leadership and departmental functions.
• 2. Relevant Educational and Professional Development: At least 2 years of relevant education, training, or professional in office administration, business operations, or a related field.
• 3. Project and Program Coordination: At least 2 completed projects, programs, meetings, or events within the past 3 years involving operational coordination, scheduling, logistics, and deadlines management.
• 4. Technical Proficiency: Demonstrate proficiency in Microsoft 365 applications, including Excel (function formula), Word, Teams, and Sharepoint, as well as experience with databases, reporting tools, and other administrative systems.
• 5. Budget, Procurement, or Financial Administration: At least 1 year of relevant experience within the past 5 years assisting with budget tracking, purchasing, procurement processes, vendor coordination, financial documentation, and expense monitoring.
• 6. Process improvement and initiative: At least 2 document examples within the past 3 years of identifying process improvement opportunities, developing or implementing more efficient workflows, independently resolving a problem, or taking initiative to support organizational goals.
• 7. One year of relevant full‑time MCCCD experience during the previous two years.
• **** Experience within other community college systems or higher education institutions is valued and may be considered in addition to MCCCD experience. External candidates are encouraged to apply.

Special Working Conditions

Standard work schedule varies during the year. August through mid-May: Monday - Friday, 8 hour/day: mid May through the end of July: Monday - Thursday, 10 hours/day.

• May require working evening and weekend hours.
• Required to sit for a prolonged period of time; viewing a computer monitor.
• May be required to lift or carry up to 25 lbs.
• May be required to travel or be assigned to another MCCCD location.
• CGCC does not sponsor individuals for work visa

How to Apply

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 [e-mail]

MCCCD is an Equal Opportunity Employer.

Posting Close Date

Apply on or before November 16th, 2026 to be considered.

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.

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.

To apply, visit https://jobs.erp.maricopa.edu/psc/MCPAHPRD/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_SCHJOB_FL&Action=U323484&PostingSeq=1