Administrative Associate Coord (Academic Affairs)

$22.28 - $28.96/hourly, DOE

112

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

Some evenings and weekends may be required.

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.

Situated in central Phoenix, Arizona, Phoenix College (PC) welcomed its inaugural class of students on September 13, 1920. A comprehensive community college with over 17,000 students and more than 150 degree and certificate programs, including two bachelor's degrees, Phoenix College embraces a student-centered approach to ensure quality teaching and learning. PC is a designated Hispanic Serving Institution (HSI) and is nationally recognized with the Seal of Excelencia. In 2025, PC was named as one of the top 16 community colleges in the nation as a Most Promising Place to Work by the National Institute for Staff and Organizational Development (NISOD). Join our top-tier faculty and staff as we innovate and lead in higher education.

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)

Phoenix College is seeking a highly organized, detail-oriented, and proactive Administrative Associate Coordinator to provide administrative support to the Vice President of Academic Affairs (VPAA). Serving as a key point of contact for the Office of the Vice President, this position works closely with students, faculty, staff, and community partners to support effective communication and coordination.

The ideal candidate demonstrates strong organizational and communication skills, sound judgment in handling confidential information, and the ability to manage competing priorities while maintaining accuracy and attention to detail. This position supports the effective day-to-day operations of the office through administrative coordination, financial and procurement support, and activites that advance the college's goals and priorities.

25% Executive Administrative Support and Office Coordination: Coordinates and performs administrative and general office activities in support of the executive and assigned department or division. Establishes priorities, organizes workflow, coordinates competing demands, monitors deadlines, and ensures administrative operations are completed accurately and efficiently. Maintains organized records and files and stays current on applicable office procedures and requirements.

20% Calendar Management, Meeting Coordination, and Follow-Up: Maintains executive calendars and coordinates in-person and virtual meetings, events, conferences, and appointments. Arranges meeting logistics, prepares and distributes agendas and supporting materials, takes meeting notes, documents action items, and follows up on commitments and deadlines. Coordinates schedules and information with internal and external stakeholders to support effective communication and timely completion of follow-up activities.

15% Communication, Document Preparation, and Stakeholder Relations: Serves as a primary point of contact for the executive and/or department or division. Responds to inquiries, routes requests, facilitates communication across departments, and provides information regarding applicable policies, procedures, and administrative requirements. Prepares, edits, proofreads, and formats correspondence, reports, presentations, forms, summaries, spreadsheets, and other communication materials while ensuring accuracy, professionalism, and appropriate confidentiality.

15% Project, Program, and Information Coordination: Coordinates, monitors, and tracks assigned projects, programs, initiatives, and administrative activities. Collects, enters, organizes, and maintains data; researches information; compiles source materials; prepares summaries and reports; and communicates progress, issues, and deadlines to the executive and relevant stakeholders. Reviews administrative processes for compliance and identifies opportunities for improvement or corrective action.

15% Budget, Fiscal, Procurement, and Resource Support: Monitors and tracks budgets, expenditures, and related transactions; prepares fiscal reports; researches and helps resolve discrepancies; and keeps the executive informed of budget status and concerns. Assists with purchasing, requisitions, inventory, office supplies, equipment, service agreements, facilities-related needs, and other administrative resource requirements in accordance with established procedures.

10% Other Duties as Assigned: Performs other related administrative and office support duties within the scope of the position, including special assignments, document or data submissions, preparation of training or presentation materials, records management, and assistance with operational needs. Protects confidential information and applies relevant policies, procedures, and standards when completing assigned responsibilities.

Associate's Degree from a regionally accredited institution and three (3) years of administrative office support, secretarial, or related experience providing office coordination activities, preferably involving executive-level staff

OR

An equivalent combination of the conferred degree and directly related full-time work 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.

1. Two (2) or more years of experience providing administrative support to executive-level leadership, preferably in a higher education or public-sector environment.
2. Two (2) or more years of experience monitoring budgets, tracking expenditures, and coordinating institutional procurement processes using relevant software applications.
3. Demonstrated proficiency in one or more of the following: financial management systems (FMS), standard productivity tools (e.g., Microsoft Office or Google Workspace), and contract management systems (CMS). Advanced proficiency in one or more areas is preferred.
4. Experience preparing professional correspondence, reports, presentations, and other written materials while maintaining confidentiality and appropriately handling sensitive information
5. One (1) year of full-time, relevant MCCCD experience within the previous two (2) years.

• MCCCD does not sponsor individuals for any type of work visa.
• May be required to lift or carry up to 25lbs.
• May be required to sit for a prolonged period of time; viewing a computer monitor
• May be required to work at multiple sites or locations.

ADA AND OTHER REQUIREMENTS

Positions in this class typically require: typing, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Working Conditions: Work is routinely performed in an indoor, office environment.

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 adasupport@domail.maricopa.edu

MCCCD is an Equal Opportunity Employer.

Apply on or before 11/16/26 to be considered.

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.