Administrative Specialist

Job Profile:

Administrative Support Assistant 3

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$53,877.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

High School Diploma and three years (3) experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Description:

Salary: $43,681.00 - $53,877.00 per year; DOE

Under general supervision, performs complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of a high-level executive of the University

Monday - Friday, 8 AM - 5 PM, with occasional weekends / evenings based on department demand.  Job location is primarily the ASU Tempe campus; however, Administrative Specialist may be required to travel to the other ASU locations to perform work, including training. 
 

Essential Duties:

• Assists in the management of the executive's calendar. Works closely with other university offices in coordinating Access involvement in university events.

• Coordinates and arranges for the Access Team travel. Coordinates or assists in coordinating events, including arranging equipment and catering; sending invitations and managing RSVPs.

• Provides office operations support, including receiving and screening telephone calls and visitors, scheduling meetings, conferences, seminars, and special events, maintaining the calendar, maintaining record-keeping systems, opening and reviewing incoming mail, and responding to inquiries.

• Monitors and updates inventory, surplus, space and supplies. 

• Plans and arranges conferences, meetings, and/or special events under general instructions from supervisor; communicates arrangements to appropriate individuals.  

• Compiles, prepares, and maintains background material for meetings, events, and travel; coordinates and tracks follow-up.

• Independently composes correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues involved.

• Provides word processing, transcription of dictation, and processing of correspondence and e-mail.

• Answers phones, greets visitors, and directs questions to appropriate offices for resolution. Schedules and may attend meetings and conferences.

• Maintains files; completes requests, records, submits, and tracks all purchase requests/vouchers.

• Provides back-up to other staff in the office.

Knowledge, Skills and Abilities:

• Knowledge of University policies and procedures.

• Skill in a wide variety of administrative functions, including calendaring, scheduling, and word processing.

• Skill in dealing with a wide range of topics, including confidential and sensitive information. 

• Skill intact and diplomacy in maintaining effective working relationships.

• Skill in both verbal and written communication.

Desired Qualifications:

• Experience working in a higher education setting with a diverse student population while developing and maintaining effective working relationships. 

• Demonstrated knowledge or ability to learn University policies and procedures with particular emphasis on the operations / functions reporting to the Dean of Students Office.

• Experience supporting students in crisis and addressing non-routine inquiries. 

• Evidence of effective communication (composition, grammar, spelling and punctuation).

• Evidence of establishing and maintaining effective working relationships in a team environment.

• Experience working independently after receiving guidance.

• Demonstrated knowledge on establishing priorities, meeting deadlines, and accomplishing multiple tasks independently. 

• Experience working with changing priorities. 

• Bilingual: English / Spanish.

• Experience preparing correspondence and reports; maintaining calendars;

• Experience with various systems, including Maxient, PeopleSoft, Kenexa, Workday, and Canvas.

• Experience using MS Office Suite (Word, Outlook, Excel and PowerPoint). 

• Experience using Google Suite

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work.

• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.

• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.

• Ability to clearly communicate verbally, read, write, see and hear to perform essential functions.

Department Statement:

Educational Outreach and Student Services (EOSS) is committed to enrolling all qualified students at Arizona State University and assisting them in their academic success. EOSS provides a broad range of services and support to students and prospective students ranging from outreach efforts with K-12 schools, orientation programs for new freshman, bridge programs to assist the transition to a university environment, and a wide variety of services, programs and activities for enrolled students. EOSS has direct responsibility for multiple departments across four campuses, some of which include the Dean of Students, University Housing, Health Services, Counseling Services, Disability Resources, the Memorial Union, TRIO programs, Sun Devil Fitness, Student Government, Student Media, Career Services, Access ASU and others.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$18233.htmld

To be considered, your application must include all of the following attachments:

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact HR Talent Acquisition at DL.ORG.HR.[email protected] before the posting close date to request edits.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.