Administrative Specialist

Under the administrative direction of the Dean of Students, the Administrative Specialist provides advanced office management and administrative support for the Office of the Dean of Students at the Downtown Phoenix Campus. The role handles sensitive and confidential communications and requires a high degree of independent judgment. In addition to supporting the Dean of Students staff, the Administrative Specialist works closely with executive-level administrative offices and engages with a broad undergraduate, professional, and graduate student population.

About the role

This position is full-time, located at ASU’s Downtown Phoenix campus. The work schedule is Monday - Friday, 8:00 am - 5:00 pm, with occasional evenings and weekends required. Flexible work arrangements may be available pending leadership approval.

Responsibilities

• Performs special assignments/projects as directed by the Dean of Students Office
• Serves as Office Manager for the day-to-day operations of the Dean of Students Office
• Collaboratively composes correspondence on a variety of subjects requiring judgment, originality, and broad knowledge of University policy and procedures
• Assists in developing operating policies and procedures
• Performs research and/or statistical analyses and assists in the planning and preparation of special reports
• Provides facilities management support for EOSS organization; which includes ISAAC, IT requests, and inventory surplus
• Supervises student employees
• Maintains the calendars and arranges travel for the Dean of Students Office
• Maintains confidential administrative, fiscal, and academic records
• Interprets general office and administrative policies within the office
• Schedules and attends meetings; takes and transcribes notes/minutes and distributes upon approval
• Follows-up on decisions and action items made during meetings at the direction of the Dean of Students Office
• Supports students through advocacy and crisis response, offering calm, informed assistance and connecting individuals with the right services during high-stress situations
• Other duties as assigned

Requirements

• High School Diploma and two years (2) 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
• Bachelor's degree and five (5) years of executive-level administrative support experience; OR, nine (9) years of executive-level administrative support experience; OR any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved

Qualifications

• Knowledge of University policies and procedures
• Skill in a wide variety of administrative functions including calendaring, scheduling, and word processing
• Skill in dealing with a wide range of topics, including confidential and sensitive information
• Skill with diplomacy and in maintaining effective working relationships
• Skill in both verbal and written communication
• Experience working in a higher education environment with students while developing and maintaining effective working relationships
• Demonstrated knowledge of University policies and procedures with particular emphasis on the operations or functions overseen by the Dean of Students
• Advocacy and Crisis Management experience
• Effective verbal and written communication skills (composition, grammar, spelling and punctuation)
• Bilingual English/Spanish preferred
• Experience with: preparing correspondence and reports; scheduling meetings and maintaining calendars; utilization of PeopleSoft, Workday and Canvas; and use of personal computer/software (e.g. Excel; Outlook; Word; PowerPoint)

Skills

• Supervise student staff
• Use critical thinking to make decisions and/or analyze data
• Schedule appointments and maintain calendars
• Communicate effectively
• Professionally represent department/program
• Use computers effectively – including inputting, reviewing and retrieving information
• Work collaboratively across various departments within the University as well as with diverse populations and groups

Benefits

• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one
• Low-cost health, dental, vision, and life insurance benefits
• Retirement program designed to promote long-term savings and provide income upon retirement
• Paid time for volunteer and professional development
• 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period
• Wellness program for preventative health education and screenings
• Disability and leave program for income protection
• Employee assistance for free and confidential behavioral health services
• ASU Discounts to sports/events along with discounts with ASU partnerships

Pay

$44,100 - $55,100 per year, dependent on experience.