What are the responsibilities and job description for the Administrative Assistant 2 - Science Division position at Pima Community College?
Pima Community College
Pima Community College Named Top University / College Employer in Arizona
Position Title : Administrative Assistant 2 - Science Division
Department : Science, Technology, Engineering and Mathematics - Northwest Campus
Starting Rate : Band 2 - $18.08 - $20.34
Benefits : Summary
Closed Date : March 11, 2025, 5 : 00 PM Arizona Time
Position Summary :
The Sciences Division at Pima Community College has a passion for instilling scientific knowledge and curiosity through innovative and inclusive learning environments. The division is comprised of approximately 60 full-time faculty, more than 100 adjunct faculty, and more than 30 staff members, resulting in one of the largest instructional units in the District. The Administrative Assistant 2 supports both the academic and operational sides of the Division. More specifically, the academic side of the Division includes the Dean's office while the operational side includes the Science Lab Manager. The Science Lab Manager assists in overseeing the science labs at five of the campuses.
The Administrative Assistant 2 is the primary caretaker of division workflow, faculty travel, student support, course scheduling and cancellation, initiation of paperwork for personnel and payroll action, follow-up on compliance reporting, grade submissions, purchasing, and general division troubleshooting. Incumbents are responsible for performing a variety of advanced level office support assignments of high complexity requiring greater independent judgment. The incumbent will provide high-quality customer service to students, faculty, and staff. Work is usually performed with limited supervision.
Duties and Responsibilities :
- Providing customer service to internal and external stakeholders; answering, screening and directing phone calls and emails; maintaining shared calendars; preparing letters, invoices and requisitions; coordinating travel arrangements for team members; ordering and maintaining supplies
- Processing and maintaining accurate and detailed records and documents
- Data entry with minimal errors
- Retrieving information from databases
- Verifying the completeness and accuracy of information
- Prepare a variety of technical documents, which may involve : collecting, and verifying information, assembling, compiling, and printing reports
- Maintain confidential records
- Assemble and compile data for incorporation into reports where technical data is required
- Create spreadsheets, maintain databases and reconcile invoices
- Involved in event planning, meeting management and recording meeting minutes
- Stay informed of all instructional deadlines, distribute reminders and follow-up with faculty as needed
- Manage listservs, Google groups, and Google shared documents
- Inputs textbook adoptions; compiles and maintains book order records and desk copy orders and inventory.
- Assisting in resolving routine problems for students, the public, staff, and faculty related to College student services and associated programs
- Assists in coordinating resources, as needed, to eliminate bottlenecks and create efficient workflows
- Participates in special projects with staff as directed
- Supports faculty with special requests.
- Provide support to the Science Lab Manager such as Concur reports, hiring processes, and processing records
- Perform other job-related duties of a similar nature or level as assigned
Job Requirements :
Preferred :
The ideal candidate will have the following knowledge, skills and abilities :
Physical Requirements :
Salary : $20
