Administrative Specialist Sr

Phoenix College is seeking a full-time Administrative Specialist Senior to manage a variety of administrative tasks, including scheduling, correspondence, meeting preparation, and purchasing. The Administrative Specialist Senior provides support to the Office of the Dean of Student Affairs, including a Dean of Enrollment and Dean of Retention, and the departments they oversee.

This position will assist with projects and facilitate communication across departments to support student-centered initiatives. The role requires a high level of organization, attention to detail, and discretion in handling sensitive information, while fostering a welcoming and professional environment for students, staff, and campus partners.

To succeed in this role, you will need excellent communication and organizational skills and proficiency in using modern office technology and other software to document work activities and organize daily priorities.

Essential Functions

40% - Executive Support

Performs administrative and general office activities in support of assigned executives and programs. Serves as receptionist, greeting visitors and providing information to individuals seeking assistance from the Deans. Acts as the primary point of contact for external and internal stakeholders and responds to inquiries. Ensures confidentiality of information and safeguards the security of data and records; coordinates and troubleshoots assigned projects, programs, and initiatives. Updates stakeholders on progress & ensures deadlines and timelines are met. Maintains deans' calendars, ensuring in-person and virtual meetings, and events are accurately scheduled with all required attendees and documents or links. Assists staff with travel arrangements and purchases, including flight, registration, and hotel reservations, using a ProCard. Creates and follows up on help desk tickets for IT, facilities, etc.; and stays up-to-date on training, regulations, policies, and procedures.

20% - Financial Processes

Creates requisitions and purchases supplies and equipment; tracks and maintains account balances and spending. Monitors expenditures through requisitions, purchase orders, and ProCard transactions. Researches and communicates discrepancies to Fiscal Services. Manages the receipt, storage, and distribution of supplies.

20% - Staff Support and Special Projects

Supports onboarding and orientation for new Student Affairs staff. May provide training and guidance to Federal Work-Study student workers and part-time staff. Assists with special projects and initiatives as assigned.

15% - Communication

Provides administrative support for meetings by preparing invitations, agendas, documents, and meeting notes; attending meetings; and following up on action items. Creates forms and assists with preparing presentations and slide decks

5% - Other

Performs other duties as assigned.