21st CCLC, Program Project Specialist II

Arizona Department of Education The Arizona Department of Education is a service organization committed to raising academic outcomes and empowering parents. 21st CCLC, PROGRAM PROJECT SPECIALIST II Job Location

21st Century Community Learning Centers (21st CCLC) Unit

Phoenix Location

• The position works closely with 21st CCLC Deputy Associate Superintendent and Director to carry out the administration of the 21st CCLC offices, performing a variety of administrative and business management functions involving the implementation of administrative decisions and using decision‑making judgement.
• Occasional in‑state and rare out‑of‑state travel is required for this position.

The Arizona Department of Education currently utilizes a hybrid work environment, with up to two days of remote work (contingent upon business needs). Candidates should apply with an ability and willingness to work in‑office up to five days per week as business needs necessate.

• Provide administrative support and input to the 21st CCLC Director and team/project leads.
• Assist the Deputy Associate Superintendent and Director, various constituents and departments on multiple program and agency projects and initiatives using various modalities including in‑person, electronic and web‑based applications.
• Responsible for the design, content and updating of the 21st CCLC website and FAQs, which provides a key reference and guide regarding federal and state requirements for grant recipients throughout Arizona.
• Construct and implement training for staff in policies and procedures, in the use of new applications, systems and work tools to improve efficiency and effectiveness.
• Manage, answer and direct incoming calls and 21st CCLC Inbox emails to the appropriate lead(s) on the 21st CCLC team.
• Design all 21st CCLC reports, handbooks, grant applications and guidance consistent with ADE branding, edit for clarity, spelling and grammar, and schedule reviews of the final draft by the Director and Deputy Associate Superintendent.
• Develop reports on the progress of projects necessary to various aspects of state and federal requirements, including reports on program, grant recipient data and staff work.
• Develop tracking systems to monitor projects, provide reminders of upcoming deadlines, and ensure that the team's work product, meeting notes, and records are properly archived.
• Provide orientation to new staff and coordinate shared resources within the Department (such as state vehicles, technology equipment, and conference rooms).
• Events management for 21st CCLC events/conferences/training initiatives: procure presenters, manage events in LMS, produce progress reports, design event graphics, and edit video of presenters.
• Engage professionally in all projects assigned within the unit as well as on agency‐wide projects.

Knowledge in:

• Systems such as the Arizona Procurement Portal (APP), Events Management System (EMS), Educational Monitoring Assistance and Compliance (EMAC), Grants Management Enterprise (GME), and Arizona Education Data Standards (AzEDS) Portal.
• Basic knowledge of accounting and spreadsheet principles to calculate and analyze data.
• English grammar and punctuation.
• Office machinery, computer, telephone, and copier systems.
• Previous administrative support experience.

Skills in:

• Verbal and written communication.
• Organization.
• Multi‑tasking and prioritizing.
• Time management.
• Intermediate skill in using Microsoft Outlook, Word, Excel, Teams, Internet Explorer, Vimeo, and Adobe Acrobat.
• Administrative skills such as scheduling, coordinating, proofreading and editing.

Ability to:

• Work independently in answering complex inquiries and completing multi and/or complicated tasks.
• Work effectively in a live team environment as well as remotely via online meetings and methods.
• Maintain professional relationships with internal and external constituents.
• Proficiently utilize electronic and other tools/resources to organize, track, and maintain activities of work unit.

• Preference will be given to those applicants with a…