Administrative Specialist II

The Administrative Specialist II provides administrative and operational support to the Assistant to the President, providing excellent customer service and ensuring the effective functioning of the Office of the President. This onsite role manages administrative tasks and facilitates clear and timely communication with internal and external stakeholders. The position requires excellent organizational skills and discretion in handling sensitive information. Occasional after-hours work is required for monthly District Governing Board meetings and other key events.

Salary & Benefits:

• Anticipated Hiring Range: $19.00 - $23.25/hour - depending on education and experience
• Full Salary Range: $19.00 - $27.49/hour - depending on education and experience
• Cafeteria Plan: In addition to the base compensation, benefits-eligible employees receive an extra $5,640 per year to put toward benefit costs or to be used as additional take-home pay
• Paid Holidays: 21 (including a full week off between Christmas and New Year’s Day and over Spring Break)
• Vacation & Sick Leave: Approximately 17 paid vacation days & 9 paid sick leave days accrued annually
• Health Insurance and Other Coverage: seehttps://www.coconino.edu/benefits/full-time-benefits

Coconino Community College Diversity Statement

Coconino Community College recognizes and respects diversity and the value it brings to our communities. We appreciate and welcome cultures, identities, beliefs, experiences and all that makes us unique.  CCC champions and takes action to build an inclusive work and learning environment. We are allies and advocates, navigating respectful dialogue about our shared humanity. 

Administrative Support:

• Serve as the first point of contact for the Office of the President, welcoming visitors and responding to inquiries professionally and efficiently.
• Manage incoming and outgoing communications, including emails, phone calls, and mail, ensuring timely and appropriate responses.
• Assist in document preparation, such as drafting, editing, and proofreading forms, letters, reports, meeting minutes, agendas, and other official correspondence, ensuring accuracy and professionalism.
• Maintain strict confidentiality when handling sensitive information, adhering to college policies and legal requirements.
• Support special projects and initiatives as directed by the Assistant to the President.
• Reconcile procurement card (P-Card) transactions for department P-Card holders.
• Procures supplies and materials as directed. 

Event Planning and Coordination:

• Assist in coordinating events directly related to the Office of the President, including District Governing Board meetings, All–College meetings, executive leadership events, and community partnerships.
• Support the Assistant to the President with event planning logistics such as venue selection, catering, technology setup, and event communications, ensuring that all aspects of events are executed smoothly and on schedule.
• Prepare materials for meetings and events, such as agendas, presentations, and packets for the District Governing Board and other key stakeholders.

Record and Documentation Management:

• Organize and maintain various records and confidential documents. 
• Support the Assistant to the President in maintaining and updating the college’s policy and procedure website and SharePoint sites, ensuring that documents are accurate, accessible, and current.
• Safeguard sensitive communications and records, ensuring secure access for authorized personnel only.

Additional Responsibilities:

• Perform other duties as assigned by the Assistant to the President to support the operational needs of the Office of the President.
• Participate in relevant professional development opportunities to enhance skills and stay current with administrative best practices.
• Must become commissioned as a notary public within the first month of employment at the College’s expense.

Strong organizational skills with attention to accuracy. Excellent written and verbal communication skills. Ability to manage multiple priorities and work independently in a dynamic environment. Able to maintain composure and discretion, especially when handling sensitive information. Knowledge of standard office work principles and practices. Knowledge of Microsoft Office Suite and Zoom. Skill in customer service. Ability to work occasional evenings for District Governing Board meetings and other critical events. Ability to work in a multicultural collegial environment.Associate’s degree in a liberal arts program or higher education related field and 2 years of administrative experience; or 4 years of directly related administrative experience; or any equivalent combination of education and experience sufficient to successfully perform the job's essential responsibilities and/or as approved by the Human Resources department.

Preferred:

• Proficiency with Microsoft Office Suite, SharePoint, and Zoom.
• Experience working in a higher education, government, or executive office environment.

Salary : $5,640