ADMINISTRATIVE SPECIALIST

Administrative Specialist

Arizona State University

School Of Social Work

Campus: Downtown Phoenix

75769BR

Job Description

Under general supervision of the Director, performs complex administrative duties and clerical support of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of a high-level executive of the University.

Salary Range

$43,000 - $48,000 per year; DOE

Close Date

10-February-2022

Essential Duties

·       Manages or assists in the management of the executive's calendar.

·       Works closely with other university offices in coordinating the executive's involvement in university events.

·       Coordinates and arranges for the executive's travel, support travel approvals and reimbursements, make travel arrangements as required, assist in obtaining necessary paperwork and documentation, complete related financial transactions and accounting.

·       Coordinates or assists in making arrangements for vendors and speakers, reservations, coordinating events, including arranging equipment and catering; sending invitations and managing RSVPs.

·       Compiles, prepares, and maintains background material related to meetings, events and travel, coordinates and tracks follow-up.

·       Independently composes correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues involved.

·       Provides word processing, transcription of dictation, and processing of correspondence and e-mail.

·       Answers phones, greets visitors, and directs questions to appropriate offices for resolution.

·       Schedules and may attend meetings and conferences.

·       Maintains files; completes requests, records, submits and tracks all purchase requests/vouchers.

·       Provides back-up to other staff in the office.

·       Work with faculty.

·       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 intact, diplomacy, confidentiality and in maintaining effective working relationships.

·       Skill in both verbal and written communication.

·       Perform other duties as assigned by the Director.

Minimum Qualifications

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.

Desired Qualifications

·       Knowledge of University policies and procedures.

·       Experience in a wide variety of administrative functions including calendaring, scheduling, and word Experience in dealing with a wide range of topics, including confidential and sensitive information.

·       Skill in tact and diplomacy and in maintaining effective working relationships.

·       Evidence of effective communication.

Working Environment

·       Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%).

·       Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (15%).

·       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

The Watts College of Public Service embraces students and faculty dedicated to rigorous education and research in the service of social and economic change. Areas of expertise include: improving the quality of life for individuals and families from all backgrounds; innovative approaches to public management; and nonprofit leadership and organizational effectiveness. We partner with that intent on addressing critical social issues and are confident that Phoenix and the State of Arizona can be exemplars for the future.

The School of Social Work is part of the Watts College of Public Programs located at the Downtown Phoenix Campus. The purpose of the School of Social Work is to prepare professional social work practitioners who are committed to the enhancement of individual, family and group problem-solving capacities, and the creation of a more nurturing, just, and humane social environment.

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.

COVID-19 Vaccination Requirements: Arizona State University is a federal contractor and subject to federal regulations which may require you to produce a record of a COVID-19 vaccination. For questions about medical or religious accommodations, please visit the Office of Diversity, Equity and Inclusion's webpage.

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.

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.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.

To apply please go to www.asu.edu/asujobs/ see Req Id# 75769BR

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