Office Manager

Job Profile:

Administrative Support Specialist 3

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$65,000.00 USD Annual

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

Minimum Qualifications:

Bachelor's degree and five (5) years of 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 Profile Summary:
Provides complex administrative and programmatic support to leadership.

Job Description:

Under general supervision, this position coordinates activities and functions of the School of Criminology and Criminal Justice (SCCJ). This position collaborates with School director on all departmental events and activities and ensures that all relevant financial tasks for SCCJ are complete in a timely manner and align with the goals of the School.  

The individual in this position will work independently under general direction and will collaborate with School team members and individuals affiliating with the SCCJ.  The role provides primary administrative support to the School director and general support to School faculty and staff. The role involves compiling, preparing, and maintaining materials related to meetings, events, and travel. This role requires varied administrative, secretarial and budget-related work unique to the School and may also involve attending meetings and other external events to support the School. 

Position Salary Range:

• $55,000 to $65,000 per year; DOE

Essential Duties:

• Provides administrative and event support for all School programs, including student and community-facing events such as workshops and events, ASU community-facing events, and community partner events and opportunities such as resource fairs, information sessions, and visits.

• Supports the School’s on-campus and off-campus events, including logistics, outreach, and implementation. 

• Develops work plans in accordance with established program objectives and funding parameters.

• Oversees program and event plans in accordance with specifications, goals and funding arrangements.

• Supervises, leads, and provides training as needed to staff and students.

• Establishes a budget overview for monitoring expenses. 

• Responsible for leading the graduate student funding and undergraduate and graduate student scholarship processes.

• In consultation with Undergraduate Program Director, maintains and updates scholarship applications and manages all scholarship data for competitively awarded scholarships.

• Works with Director and Graduate Program Director to draft and distribute student recruitment letters, fellowship notifications, and other documents related to graduate student funding.

• Works with Director, Graduate Program Director, and Advising Manager to determine student assignment, hire-type, and stipend/benefit package, and provides data to College Human Resources to facilitate student hiring.

• Consults with faculty, College Business Team, and Research Advancement Office regarding students who are fully or partially grant funded.

• Keeps abreast of Graduate College hiring and funding policies and ensuring students meet criteria.

• Posts scholarships for graduate students and other funding indicators in PeopleSoft.

• Monitors student accounts to ensure funding is applied in timely

  manner; trouble-shooting issues.

• Builds and maintains a spreadsheet to track school’s graduate student University Graduate Fellowship awards and scholarships.

• Provides a high level of operational support to director, staff and students and other internal and external units by monitoring and responding in a timely manner to emails, phone calls (which includes daily checks of the Salesforce system), in-person inquiries, finding solutions to issues, and coordinating with staff, faculty and community partners as needed.

• Will support the dissemination of information about School programs and events.  Identifies, develops, and maintains working relationships with the university and community organizations and units for support as appropriate to role and work assignments.

• Works with School leadership team to evaluate the effectiveness and potential of unique programs and events. Supports and oversees the development and facilitation of workshops, meetings or conferences with high impact on School and/or participants.

• Supports School monitoring of logistics, scheduling and participant communications. Responsible for ensuring all aspects of programs and School activities are implemented according to plans.

• Oversees day-to-day operations of the School including maintaining office and staff calendars, coordinating use of the office space and equipment, making room reservations and confirmations, checking out of equipment, ordering supplies and materials.

• Supports contracts and speaker agreement preparation and approvals.

• Processes budget and accounting-related paperwork, P-card reconciliations, and other budget-related tracking.

• Assists the School in planning and implementing of annual and special programs and events.  

• Supports the arrangement of event logistics, including reserving rooms, catering, parking, travel arrangements, and volunteer recruitment and training.

• Supports training and evaluation of student workers and trains event volunteers, ensuring appropriate coverage for events. 

  Role requires maintaining of files; completing of requests, records, submission and tracking of purchase requests/vouchers.

• Will provide back-up to other staff in the office.

• Advice and assistance to resolve problems or irregularities are readily available from supervisor.

• Detailed instructions are provided for all new assignments.  

Desired Qualifications:

• Prior office or event management experience in higher education environment in combination with experience working in a high-volume or career center office.

• Knowledge of the principles of exemplary customer service demonstrated through anticipatory thinking, active listening and prompt responses to inquiries and concerns; taking ownership and resolving each concern or problem as appropriate; exhibiting professionalism and expertise in every interaction and engaging in professional development to meet expectations for service excellence.

• Knowledge of budgeting principles and reporting.

• Knowledge of basic project management and workflow.

• Knowledge of supervisory practices and principles.

• Skill in coordinating and prioritizing work and activities of others.

• Skill in establishing and maintaining effective working relationships.

• Skill in both verbal and written communications.

• Skill in Outlook, MS Word, and PowerPoint.

• Skill in MS Excel, including the ability to design and maintain spreadsheets that utilize formulas and/or pivot tables.

• Skill and experience with other software and web-based management and productivity tools, including Adobe Sign, ServiceNow, Salesforce, Peoplesoft, Scholarship Universe, and Workday.

• Ability to stimulate changes in individual, institutional, and corporate behaviors to create a more sustainable environment.

• Ability to lead by example in communicating, participating and encouraging support of the institution's sustainability programs

Working Environment:

• Activities are typically 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, stooping, reaching, lifting, pushing and pulling up to 25 pounds. On occasion, will work outside in extreme temperatures. 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:

The School of Criminology and Criminal Justice is a nationally recognized leader in higher education and is highly regarded for its distinguished faculty and research productivity. We are one of the fastest growing programs at Arizona State University and conveniently located on the ASU Downtown Phoenix campus in the fifth largest city in the U.S. Our proximity to major criminal justice agencies enhances the opportunities for instruction, practice and student internship experience. We strive to produce world-class criminological research and to maintain high-quality academic programs for undergraduate and graduate students by creating intellectual fusion through interdisciplinary approaches to major social issues; being socially embedded in our community to maximize our local impact as well as our national stature; and contributing to societal transformations in ways that facilitate greater well-being and enhance public safety.
 

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Downtown Phoenix

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$22293.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 The Office of Human Resources Talent Acquisition before the posting close date.

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.