at Pima Community College in Tucson, Arizona, United States
Job Description
Pima Community CollegePima Community College Named Top University/College Employer in Arizona
Position Title: Administrative Assistant 2
Department: El Pueblo Liberty Learning Center
Starting Rate: Band 2 - $18.08 - $20.34
Benefits: Summary
Closed Date: May 12, 2025, 5:00 PM Arizona Time
Position Summary:
The Administrative Assistant 2 performs a variety of office support duties for multiple programs performing a full range of advanced clerical and office support duties. Gathers, compiles, and maintains data using a variety of systems. Generates reports, requisitions, purchase orders, and monitors invoices. Updates and manages department files and records. Provides information and assistance to the college and the public.
About Pima Community College:
At the core of Pima Community College's mission is serving our community and providing educational opportunities to all learners. We value inclusion and inquiry because diversity in people, experiences, and perspectives unlocks critical thinking, creativity, and innovation. With a focus on a culture of belonging and care, we are committed to nurturing a climate where all students and employees feel welcome, successful, and have opportunities to reach their potential. We are proud to be designated a Hispanic-serving Institution and are intentional with equitable actions that promote social and economic prosperity.
At Pima Community College we seek a workforce with a wide range of perspectives and experiences. We provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or gender identity. For more information on Pima Communities commitments and its institutional population, please visit our web pages About Pima, Diversity, and Reports & Data.
About Adult Education:
For more than 55 years, Pima's Adult Basic Education Division has served adult learners in Pima County with Adult Basic Education, Adult Secondary Education, High School Equivalency, English to Speakers of Other Languages (ESOL), Refugee Education, Rights and Responsibilities of Citizenship, Student Engagement, IBEST and Transition programming and services. Each year, thousands of adults are served at college campuses, in community locations, virtually/online, at the Pima County Jail, and primarily at three large learning centers.
The work schedule for this position is flexible and will include working evenings.
Continued employment in the position is contingent upon continued funding through designated external sources.
Duties and Responsibilities:
- Collects, enters, compiles, and maintains accurate and complete student, division, and college data across multiple database systems, spreadsheets, and technology tools
- Ensures data is collected and stored in alignment with local, state, and federal regulations, policies, and guidance to maintain compliance with FERPA, WIOA, State, College, and grant compliance
- Maintains confidential records and impeccable accuracy in order to ensure compliance standards
- Creates master schedule in statewide Adult Ed database (AAEDMS). Creates courses in databases detailing course schedule and modality in alignment with college and funder standards
- Prepares and reconciles data for internal and external reporting. Assembles and distributes a variety of department or college specific data, information, forms, and records as requested
- Provides advanced office support to administration and management and supports all learners and stakeholders that connect with ABECC by screening and directing phone calls and providing detailed information relating to College inquiries in multiple areas including admissions, registration, new student orientation, and assessment
- Assists Directors and Assistant Vice Chancellor with data-related reports of a confidential nature, as needed
- Performs all other duties and responsibilities as assigned or directed by the supervisor
Job Requirements:
- High School diploma or General Equivalency Degree (GED) and
- One to three years of related experience providing general office support
- An equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above
- Associates Degree/Vocational or technical training in office management
- Organizing work and balancing multiple priorities
- Critical thinking and problem solving to verify and analyze collected data
- Using computers and software application programs
- Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc
- General record keeping principles; Basic database entry principles.
- Maintaining confidential records
- Develop, build, and maintain cooperative working relationships within a breadth of staff and student backgrounds to build a student friendly environment
- Customer service principles
- Demonstrate curiosity and humility in seeking to understand and empathize with diverse populations to foster a culture of care
- Basic math principles as applied in spreadsheets for data collection
- Spelling and grammar principles
- Preparing a variety of reports
