Administrative Specialist

Job Profile:

Administrative Support Specialist 3

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$60,000.00 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:

Position Salary Range: $57,900- $60,000 per year; DOE

Decision Theater (DT) seeks an Administrative Specialist to provide high-level operational support to organizational leadership and departmental teams. This role acts as the primary administrative hub for DT, managing a high volume of internal and external engagements across our Tempe facility and virtual environments. The Administrative Specialist is responsible for not only executing daily administrative tasks but also for maintaining the digital and physical systems that ensure operational efficiency. This is an in-person position requiring a proactive professional who can navigate the complexities of a fast-paced university research environment.

Essential Duties:

• Serves as the initial point of contact for DT activities. 

• Schedules and manages DT events and engagements. This includes coordinating with other university departments and personnel, external organizations, and internal DT personnel; creating and sending calendar invites in Microsoft Outlook, and managing other related event logistics. 

• Provides office operations support such as receiving telephone calls and responding to inquiry emails. 

• Serves as liaison to faculty, staff, students, alumni and the general public in facilitating requests for information or other DT inquiries. 

• Coordinates staff and student employee recruitment activities including processing recruitment requests through the ASU Sharepoint system, scheduling interviews, and organizing onboarding activity for new employees.  

• Coordinates applicable Human Resource activities related to incoming and exiting employees, payroll inquiries and student worker timesheets. 

• Executes and coordinates office operations such as internal meetings and team-building events.  

• Assists in maintaining the Director’s calendar and schedule. 

• Keeps inventory of office supplies and equipment, orders items in accordance with department guidelines.

• Facilitates departmental procurement, supports staff travel through Concur, and assists with basic financial reconciliation and record-keeping.

• Coordinates building maintenance requests with ASU facilities management.

• Develop familiarity with DT capabilities and activities as well as the skills needed to operate DT’s information technology unique equipment. 

• May supervise or coordinate the activities of subordinate employees including orienting and training new staff and student employees.

• Maintain department seating chart and participate in yearly space survey, providing accurate and timely information

• Manage department distribution lists, auditing for correct information

• Performs other administrative duties as assigned.

Desired Qualifications:

• Knowledge of office and administrative practices and principles.

• Experience organizing meetings and managing multiple conflicting calendars. 

• Knowledge of the principles of exemplary customer service demonstrated through actively listening, acknowledging, and responding to every inquiry, taking ownership and resolving each concern or problem as appropriate. 

• Skill in both verbal and written communication.

• Skill in problem solving and decision making.

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

• Skill in Microsoft Office (Excel; Outlook; Word; PowerPoint).

• Experience scheduling with Microsoft Outlook

• Experience in Microsoft Sharepoint. 

• Experience with Slack.

• Experience organizing and running meetings on Zoom.

• Background in working in a higher education environment.

Working Environment:

• Climate-controlled office setting subject to extended periods of being in a stationary position.  

• Constantly detects and operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.   

• Ability to clearly communicate and exchange accurate information to perform essential duties.  

• Expected to be responsive to customers, engaged in work production, resourceful, flexible, and respectful of others.

Department Statement:

Each year since 2016, ASU has been named the most innovative school in the nation, recognizing the university's culture of groundbreaking research and partnerships, as well as its commitment to helping students thrive in college and beyond. U.S. News and World Report has named ASU as the most innovative university all nine years the category has existed.

ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way. To learn more about how Knowledge Enterprise is a place for your career to grow, visit https://research.asu.edu/about-us/careers.  

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$22525.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:

A fingerprint check is not required for this position.