Administrative Asst

84249BR

Campus: Tempe

Administrative Asst

Job Description

At Arizona State University, we measure ourselves not by whom we exclude, but rather by whom we include and how they succeed. In Admission Services, we are passionate about helping students find their right university fit and working together as a team to achieve our enrollment goals. If you are solution-oriented, love helping people, believe in the transformative power of higher education and enjoy working in a fast-paced environment, then you will thrive in Admission Services.

As a member of Admission Services operations team, and under direction of the Assistant Director of Operations and Staff Success, this position will work closely with a team to ensure efficient day-to-day operations of the office and overall support for senior leadership. This role will provide administrative support and anticipate the needs of leadership and team members by providing support and resolving operational and administrative issues proactively and as they arise. This role will help to manage operational, authorization and purchase requests, provide support in objectives and activities based on department goals regarding workplace environment and operations. Provides support in the implementation and evaluation of department programs, policies and procedures with direct supervisor; and assists in various projects within Admission services units as needed. This role will also work closely with senior leadership in support of assisting in the management executive level meetings, travel and other duties as assigned.

The focus of this job is on producing high quality, detailed work based on established standards, guidelines and procedures. Precise, consistent work output is essential, requiring patience and a willingness to handle and complete one task at a time. The job environment is stable, based on known relationships with people and well-defined processes. Job knowledge and competency is built through structured step-by-step training and positive, supportive coaching from management and peers. Communication with others is based on knowledge of repetitive job routines and procedures gained from sufficient on the job experience. Consistent, error free work based on defined regulations and standards are key measures of job performance success. The job environment promotes steady, methodical work output so that job routines can be completed on time and error-free. This position is designed to develop a valued technical expert, who, recognized and supported by management and a stable work environment, can deliver quality work on a consistent basis.

Job Family

Clerical & Admin Support

Department Name

Admission Services

Full-Time/Part-Time

Full-Time

Grant Funded Position

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

Salary Range

$42,000 per year

Close Date

03-October-2022

Essential Duties

• Executes a variety of office administrative and/or secretarial support activities for supervisor such as composing replies to correspondence on own initiative, interpreting and explaining established policies and procedures in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by supervisor, and investigating, evaluating and resolving problems within scope of position.
• Prepares and modifies documents including correspondence, reports, drafts, memos, and emails on behalf of the department as directed by the manager, and handle routine requests for information and data.
• Provides office operations support such as receiving and screening telephone calls and visitors, scheduling meetings, conferences, seminars, and special events, maintaining supervisor’s calendar, maintaining record-keeping systems, opening and reviewing incoming mail, and responding to inquiries.
• Maintains and updates databases and spreadsheets; conducts database queries using CRMs, HRMS (e.g., PeopleSoft), or other software programs; prepares special and recurring reports containing specialized or sensitive information following supervisor’s general direction.
• Monitors and updates inventory for unit; monitors expenditures and performs simple analysis on accounts
• Plans and arranges conferences, meetings and/or special events under general instructions from supervisor; communicates arrangements to appropriate individuals.
• Arranges necessary travel reservations and itineraries anticipates and prepares background materials needed.

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 practices and procedures.
• Experience in using customer service and communication skills
• Skill in utilizing personal computer and software applicants such as MS Outlook, Word, Excel, Google Docs.
• Experience in using a high level of attention to detail, follow through and confidentiality.
• Experience in organizing/maintaining a variety of files and records, handle multiple tasks simultaneously and thrive in a fast pace, deadline-oriented environment.
• Experience in using good judgment
• Ability to set priorities.

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. Occasional 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 to perform essential functions.

Department Statement

In support of the university mission and goals, Admission Services creates and promotes the broadest possible awareness of ASU as the New American University. This is accomplished through meaningful interactions and customer service throughout the college search and enrollment processes.

Admission Services attracts and enrolls diverse, high achieving and talented students from Arizona, the nation and the world and engages families, educators, and other members of the community in the encouragement of students to pursue higher education at Arizona State University.

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.

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.

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.