Office Specialist

Office Specialist

Arizona State University

University College Office Dean

Campus: Tempe

100799BR

Job Description

University College at Arizona State University seeks a detail-oriented professional who will work closely under the direction of the Manager of Administrative Support and Operations to support and execute daily operations for the dean’s office and the college units in our central shared space on the Tempe campus. Ideal candidates will possess customer service expertise, a proven track record in coordinating diverse business functions and operations, and a proactive approach to managing projects and initiatives. This position calls for individuals who demonstrate initiative, exercise independent judgment, and possess strong interpersonal skills.

Salary Range

$20.00 per hour

Close Date

03-May-2024

Essential Duties

• ​​​​​​Provides office administrative and operations support such as receiving and screening telephone calls, emails, and Salesforce cases; calendaring; distributing office mail and preparing outgoing mail and shipments; appointment check-ins; general record keeping; submitting facility and IT service requests.
• Oversees front desk operations within the college and implements a service model to deliver exceptional service to students, faculty, staff, and guests in a fast-paced, high-volume setting.
• Gives direction to a team of student employee desk assistants.
• Purchases and manages office and event supplies for operations in central shared University College space. 
• Ensures the cleanliness and organization of workspaces, including shared areas and conference rooms; oversees room reservations and communicates usage expectations. Supports UC departments in making reservations outside of UC space when needed.
• Independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and response.
• Knowledgeable and able to execute emergency protocols in case of an emergency.
• Brings a willingness to learn the context of each unit within University College. 
• Assist with planning and managing logistics of college and unit events.
• Performs any other related functions and projects as assigned by the manager.

Minimum Qualifications

Three (3) years of office/clerical experience, which includes one (1) year in a directly related function; OR,Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience with PeopleSoft, Salesforce, Monday.com, Google Suites, Zoom.
• Evidence of friendly and professional customer service skills and experience in conflict resolution.
• Evidence of effective communication and advanced interpersonal skills in a setting that comes into contact with a diverse population of students and employees.
• Experience in working independently and as part of a team.
• Experience working in a fast-paced deadline-driven environment.
• Evidence of adaptability and ability to manage competing priorities.
• Evidence of coordinating in-person and digital meetings or events.
• Experience in creative and innovative problem-solving.

Working Environment

• Work is primarily performed in an office environment and is subject to extended periods of sitting and use of office equipment: answering phones, keyboarding, and manipulating a computer mouse.
• Required to stand and walk for varying lengths of time and moderate distances to perform work.
• Occasional bending, reaching, lifting, pushing, and pulling up to 25 pounds.
• Communicate to perform essential functions.
• This position necessitates on-campus attendance with no remote work option available.

Department Statement

Historically, University College offers students a range of academic services, such as tutoring, career and major exploration classes, success courses, and college transition programs like ASU’s First Year Success program, among others. These programs and initiatives were conceived to support ASU’s goal of improving student retention and persistence toward graduation.

Today, University College is going through an exciting reinvention, focused on broadening its offerings for all learners from every major and at any stage of their academic journey. University College’s goal is to disrupt the 20th-century model of higher education by:

1. Designing personalized learning experiences to end achievement disparities for students of all backgrounds.
2. Designing for integrated work and learning future.
3. Designing services to support learners at scale by using design thinking, analytics, automation, and intelligent systems.
4. University College is guided by 5 key design principles: learners first, be bold, simplify, personalize, and collaborate. A wide range of new programs and services are currently under development.

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 PD 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.

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.

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.

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