Administrative Assistant

84461BR

Campus: Polytechnic

Administrative Asst

Job Description

Under the direction of the Assistant Vice President/Dean of Students, the Administrative Assistant performs a broad scope of secretarial and administrative work, requiring initiative and independent judgement. Maintains official records and implements administrative policies. Handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices. This position assists with the basic office and front desk management, coordinates schedules and room reservations, under the direction of the Assistant Vice President / Dean of Students and the Associate Vice President, provides additional support to student staff. This position is intended to cover a broad range of responsibilities to support all program areas under the Dean of Students.

The ideal candidate will be self-motivated, have a high attention to detail, possess exceptional organizational and customer service skills, and have the ability to work well in a fast-paced, deadline driven environment.

This is a part-time 20 hours per week benefits eligible position.  

Job Family

Clerical & Admin Support

Department Name

DOS Ptech Administration

Full-Time/Part-Time

Part-Time

VP Code

EDUC OUTRCH & STDT SVCS

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$20.19 per hour

Close Date

07-October-2022

Essential Duties

• Work independently and exercise professional judgement to serve as a knowledgeable and helpful resource.
• Coordinates day-to-day operations of the office, including, ensuring office is open and fully staffed, manages calendars, reserves rooms for meetings, provides customer service for visitors, orders supplies, etc.
• Serve as secondary Department Time Administrator (DTA) for professional staff and student workers.
• Keep up to date on ASU and department policies and procedures to ensure accurate output and processing.
• Provides assistance on the recruitment for both student workers and professional staff.
• Provide supervision to student staff
• Provide general office assistance, such as scanning and filing
• Assist with special projects, requiring problem solving, research and recommendation of next steps
• Provides solutions to problems presented by customers, colleagues and student, recommends changes to methods or procedures to management, utilizing knowledge of university policy and procedure to ensure accurate financial processing.
• Assist in the oversight of physical spaces and providing coverage in student spaces as needed.
• Covers for areas which need assistance, same duties as listed above but for possible student centers and staff who will require assistance with functions in various areas, such as Workday, PCard, Travel, Scholarships, and other duties as assigned.
• Perform other duties, as assigned.

Days and Schedule: Work location is primarily at the Poly campus; however, incumbent may be required to travel to off-campus events and other ASU campuses to perform work driving their own vehicle. This position is a Full-time position from Monday – Friday 8:00 AM to 5:00 PM, evenings and weekends may occasionally be required.

Minimum Qualifications

Four (4) years secretarial/administrative experience; OR, Certificate in Secretarial Science AND three (3) years of secretarial/administrative experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Demonstrated knowledge of standard office polices and procedures.
• Experience in developing and maintaining good working relationships.
• Experience in English composition, grammar, spelling and punctuation. 
• Evidence of effective communication skills.
• Experience in organizing and multi-tasking.
• Demonstrated knowledge of Microsoft Office Suites.
• Demonstrated knowledge of university policy and procedures.

Working Environment

• Walk throughout campus for meetings or events, regardless of the weather
• Ability to travel to all ASU Campuses as needed
• Professionally represent department/program
• Complete detailed work with constant interruptions in a high traffic area
• Work collaboratively across various departments within the University and with diverse populations and groups to achieve objectives
• Use computers effectively including inputting, reviewing and retrieving information, extended periods of viewing screen and using mouse and keyboard
• Work in an office setting and use office equipment (i.e. printers, copiers, fax machines, telephones)
• Use critical thinking to make decisions and/or analyze data
• Evaluate program effectiveness and compliance with university and department requirements
• Handle cash in accordance with university policies and procedures
• Communicate effectively both orally and in writing
• Sit or stand for prolonged periods of time
• Bend and squat
• Ability to lift 35 lbs

Department Statement

The Office of the Dean of Students is dedicated to being a resource to students through support, advocacy, involvement, and accountability. With a goal of nurturing student success for all Sun Devils, we strive to foster a welcoming, inclusive and safe environment for learning and achievement in and out of the classroom while setting the standard of excellence in the delivery services for students facing challenges to their success. We are honored to support you in your efforts.

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 intellectual and cultural diversity, 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

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, 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.

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.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.