ESS, Program Project Specialist II

Arizona Department of Administration • Phoenix, AZ

1d • $49,000 - $55,000 • Hybrid

About The Position

This position will work closely with the Director of Professional Learning &
Sustainability (PLS) and education program specialists to design, implement, and
evaluate statewide program projects and team workflows.
• Occasional in-state / out-of-state travel is/may be 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 necessitate.

Requirements

• Knowledge in: • Project management tools and strategies • Event registration and preparation procedures for meetings and professional events • Excellent knowledge of English grammar and punctuation • Effective strategies for administrative support
• Skills in: • Excellent time management • Planning, analyzing, and coordinating multiple activities, and establishing priorities • Attention to detail, including proofreading/editing • Data collection, information tracking, researching, compiling, and summarizing data for reports to identify effectiveness and suggestions for improvement • Preparing written reports and other types of professional documents (i.e., user guides, manuals, memos, contracts, emails, etc.) • Exemplary customer service and strong interpersonal skills • Problem-solving and decision-making • Intermediate to advanced skills in using Microsoft Suite products
• Ability to: • Plan, coordinate, analyze, and establish priorities • Synthesize data • Establish and maintain effective working relationships • Work in collaboration with various personalities, other agency personnel, and the public • Organize, implement, and coordinate multiple projects and collaborations simultaneously • Work independently and demonstrate initiative and creativity • Develop effective operating procedures • Organize, advertise, and support statewide professional learning and monitor attendance and outcomes

Nice To Haves

• Preference will be given to those applicants with associate degree or bachelor’s degree and technical skills to manage software platforms and website development.

Responsibilities

• Coordinate services for PLS professional learning and recruitment & retention events (both in-person and online) including, but not limited to, securing training facilities and catering services, managing participant registration/payment, troubleshooting registration challenges, preparing materials (i.e., form development, ordering supplies, print/graphic design requests, compiling training packets, producing name badges, loading/unloading materials, etc.), answering questions about the training; providing on-site registration, setting up and cleaning up at the venue, and providing technology support for online professional learning.
• Monitor and evaluate the procedures of program projects for efficiency and effectiveness.
• Coordinate services for select PLS contracts and projects
• Communicate with vendors, institutes of higher education, and public education agencies regarding contract requirements and deliverables, ensuring required documentation and reports are received and timelines are met
• Collect and review contract deliverables in collaboration with the PLS Director and PLS Specialists to ensure compliance with contract requirements
• Review and approve contract invoices and supporting documentation for payment
• Track budgets and produce data reports on project activities, expenditures, and outcomes
• Answer phone calls, monitor assigned inboxes, process and route incoming correspondence from shared inboxes and telephone to appropriate personnel, and provide customer service regarding routine questions from public education agencies, state agencies, and parents
• Coordinate services for team meetings, interviews, and technical assistance visits
• Reserve conference rooms, venues, virtual platforms, and lodging as requested
• Provide assistance with processes, policies, procedures, and implementation of travel arrangements and travel claims for the director and staff
• Assist in the preparation, editing, revising, and tracking of responses, proposals, reports, applications, technical assistance documents, and data reports
• Update, modify, and create accessible materials for public use and implement webpage updates

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• Ten paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Sick time accrued at 3.70 hours bi-weekly
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Deferred compensation plan
• Wellness plans

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree