Administrative Associate

Full-time, non-exempt position within the Administrative Support job family.

About the role

The W. P. Carey School of Business, Graduate Programs Office is seeking an organized, detail-oriented, and service-focused Administrative Support Assistant. This individual will perform a variety of administrative functions in a highly productive, service-oriented environment, interacting with staff, faculty, and administrators.

The ideal candidate is self-motivated, maintains confidentiality, exercises sound judgment, and demonstrates keen attention to detail and exceptional communication skills.

Responsibilities

• Answer phones, greet visitors, and direct questions to appropriate offices for resolution.
• Open and close the office; support building-access approval processes; coordinate building and equipment maintenance requests; manage parking validations.
• Order and inventory supplies, SWAG, and equipment in accordance with department guidelines.
• Maintain a Purchasing Card to initiate purchases and ensure thorough reconciliation and verification.
• Receive and send shipments and deliveries via FedEx, UPS, and interoffice mail.
• Compose correspondence, interpret and explain university and unit policies, and summarize reports to facilitate administrative review.
• Provide administrative support to Graduate Programs leadership, including calendar management, scheduling appointments, maintaining record-keeping systems, and developing databases/spreadsheets.
• Arrange travel reservations and itineraries; prepare necessary support materials.
• Maintain and update databases and spreadsheets; generate reports using PeopleSoft and other systems; prepare specialized or sensitive reports.
• Produce meeting agendas, coordinate locations and invitations, and distribute minutes for assigned events and meetings.
• Support staff onboarding by preparing workspaces, ordering business cards and name badges, and assisting with new employee resources; maintain records of office coordination, including moves, signage, phones, and keys.
• Provide administrative support for general operations, including projects such as grade entry, locker assignments, grading completion reports, purchases, and disbursement forms.
• Manage incoming departmental email.
• Perform other administrative duties as assigned.

Requirements

• High School Diploma and two 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.

Qualifications

• Experience working in a higher education/university environment.
• Experience establishing, developing, and maintaining strong working relationships within a large office environment.
• Proficiency with productivity software (e.g., Microsoft Office, Dropbox, Google Drive, Slack).
• Demonstrated effective verbal and written communication skills.
• Strong organizational skills and ability to manage multiple projects.
• Experience assisting leadership with administrative tasks such as managing calendars, travel arrangements, scheduling, and communication.

Working Environment

• Activities are primarily performed in a regular, climate-controlled office setting.
• Subject to extended periods of sitting, standing, and walking.
• Requires visual acuity and manual dexterity for daily use of desktop computers.
• Involves bending, stooping, reaching, lifting, and pushing objects of varying weights up to 25 pounds.
• May include exposure to external environment/climate conditions, such as walking on uneven surfaces, climbing, and high temperatures.

Pay

$22.00–$24.00 per hour, commensurate with experience.

Department Statement

The W. P. Carey School of Business at Arizona State University is the largest and one of the top-ranked public business schools in the United States, with over 25,000 students. The school is internationally recognized for its programs and the research productivity of its faculty. Students come from more than 120 countries, and W. P. Carey is represented by over 130,000 alumni worldwide.

The school values personalization, access, and excellence in business education, believing business is about people. Its motto, Where Business is Personal, reflects a commitment to mutual respect, community building, and positively impacting lives.