Administrative Assistant 2 - Science

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 40 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 directly 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 on all campuses. 

The Administrative Assistant 2 is the primary caretaker of division workflow and performed a variety of office support duties for multiple programs performing a full range of advanced clerical and office support duties including: coordinating faculty travel, student support, assisting with course scheduling and cancellation, initiation of paperwork for personnel and payroll action, follow-up on compliance reporting such as 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 & Responsibilities

• Provides advanced office support to administrative staff and assists faculty by answering, screening, and directing phone calls; reviews and responds to emails; prepares proofs and reports, letters, spreadsheets, invoices, and requisitions; coordinates meetings, and takes notes; maintains shared calendars, manages listserv, Google Groups, and shared documents; prepares paperwork for personnel and payroll action; maintains accurate records; order and maintain materials and supplies; and performs data entry with minimal errors
• Serves as the first point of contact for inquiries, complaints, and concerns. Interacts with students, faculty, and staff, and general public to answer questions concerning processes and procedures or confidential issues or concerns
• Gathers, assembles, updates, and distributes a variety of department or college-specific information, forms, records, and data as requested while maintaining confidentiality
• Tracks financial activity and departmental budgets; reviews financial transactions and other documents for accuracy and availability of funds; ensures compliance with laws and College regulations and policies. Prepares financial documents as requested
• Participates in development of master schedule with administrative staff and division leadership. Prepares reports on enrollment, loads, and status of adjunct faculty contracts. Provides notice of cancellation of classes and cancellations of faculty contracts in final approval status. Inputs textbook adoptions; compiles and maintains book order records, desk copy orders, and inventory
• Stays informed of all instructional deadlines, distribute reminders, and follow-up with faculty as needed
• Coordinates tasks with division Dean and division leadership regarding budget, confidential records, upcoming projects, and special requests
• Provide support to the Science Lab Manager, such as Concur reports, hiring processes, processing records, creating spreadsheets, collecting schedules, and follow-up with faculty on lab-related issues
• Assists in coordinating resources, as needed, to eliminate bottlenecks and create efficient workflows
• Orders and maintains materials and supplies
• Performs all other duties and responsibilities as assigned or directed by the supervisor