•This position will be responsible to support the implementation of the Professional Learning and Sustainability (PLS) Unit’s professional learning and recruitment and retention activities, contract coordination, collection and organization of data, event registration, facility/catering coordination, and ongoing customer service to internal staff and external constituents.
•In-state and out-of-state travel is required for this position.
•Provide key coordination support for major professional learning and recruitment & retention activities.
•Track registrations; appraise current inventory and proactively procure required training materials
•Prepare handouts, training packets, name badges, and sign-in sheets
•Answer questions about training and coordinate with the ADE graphics specialist, print shop, and mailroom
•Coordinate team membership and participant information
•Participating in set up and clean up at the venue as well as on-site registration
•Provide technology support for online professional learning
•Review invoices and supporting documentation and collect and track quarterly meeting notes
•Keep up-to-date on travel policies and procedures.
•Review, calculate, and submit all in-state travel forms
•Research, update and provide support to PLS on any travel related questions and/or changes.
•Use the EMS registration system to post trainings online, track registration, and troubleshoot registration challenges
•Locate and coordinate efforts to secure facilities and catering services for various statewide trainings and/or meetings.
•Attend PLS meetings, ESS staff meetings, PLS administrative staff meetings, conference preparation meetings, workgroup meetings, and trainings as necessary.
•Perform a variety of tasks such as answer phones, arrange and coordinate meetings
•Maintain and update files, records, databases and distribution lists
•Provide webpage support and keep inventory stocked and organized
•Develop and compose letters, memos and other documentation using rules of English grammar, spelling, capitalization, punctuation, sentence structure and composition.
•Event registration and preparation procedures
•Planning of conferences, trainings, and meetings
•General administration and office procedures
•Excellent knowledge of grammar, spelling, capitalization, punctuation, sentence structure and composition
•Excellent written and oral communication
•Use resources and solve problems effectively and efficiently
•Deal with an array of people/personalities
•Excellent organizational skills and attention to detail
•Good judgment and decision-making within scope of assigned authority
•Analyzing problems and making recommendations for program improvement
•Data collection and information tracking
•Assume responsibility with little direction
•Proficient in Microsoft Office programs (Word, Excel, PowerPoint, and Outlook)
•Provide excellent customer service to internal and external customers
•Represent ESS/ADE in a professional manner at all times
•Organize, implement and coordinate multiple projects simultaneously
•Establish and maintain effective working relationships
•Operate computer programs and databases
•Solve problems efficiently and effectively
•Self-directed in completing tasks independently
•Preference will be given to those applicants with a minimum of an Associate Degree or experience as an administrative assistant
•Position requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207.12.).
•Offers are contingent upon successful completion of all background and reference checks, required documents and, if applicable, a post-offer medical/physical evaluation.
ADE’s comprehensive benefits package includes:
• Affordable medical, dental, life, and short-term disability insurance plans
• Tuition reimbursement program available for education/professional development advancement
• Hybrid schedule (combination of telework and in-office) may be available for some job roles
• Top ranked retirement and long-term disability plans
• Deferred compensation plan
• Accrued sick leave and vacation leave
• Ten paid holidays per year
• Wellness plans
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
You will be required to participate in the Arizona State Retirement System (ASRS) upon your 27th week of employment, subject to waiting period. On or shortly after, your first day of employment you will be provided with enrollment instructions and effective date.
The Arizona Department of Education is an EOE/ADA Reasonable Accommodation Employer. During all phases of the selection process, people with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the ADE Human Resources office at (602) 542-3186 or via e-mail at HumanResourcesGroup@azed.gov.
ARIZONA MANAGEMENT SYSTEM (AMS)
All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress. Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.
State employees are highly engaged, collaborative and embrace a culture of public service.
The State of Arizona is an Equal Employment Opportunity Employer.