Administrative Specialist for Public Service

Arizona State University•Phoenix, AZ

2d•$55,000 - $58,000•Onsite

About The Position

This position supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records. The role provides comprehensive administrative support for operations, including managing calendars, coordinating meetings, responding to email correspondence, answering phone inquiries, and supporting day-to-day office functions. It also involves facilitating financial operations, planning and coordinating events, creating marketing and communication materials, and supervising student staff.

Requirements

Bachelor's degree and three (3) 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.
Skill in a wide variety of administrative functions including calendaring, scheduling, and writing reports.
Skill in dealing with confidential and sensitive information.
Skill in tact and diplomacy and in maintaining effective working relationships.
Skill in communication.
Ability to work as part of a team and individually with limited supervision.

Nice To Haves

Knowledge of systems like Google Docs, Microsoft Office, Canva, Outlook, Slack, Workday, Dropbox, Zoom, Service Now, Concur, Stova, Constant Contact, Asana, and Microsoft Teams.
Knowledge of project management softwares like Monday.com and Airtable.
Experience supervising student staff.

Responsibilities

Provide comprehensive administrative support for operations, including managing calendars, coordinating meetings, responding to email correspondence, answering phone inquiries, and supporting day-to-day office functions.
Manage complex calendars for leadership and project teams by scheduling meetings in-person, hybrid and virtual meetings using Zoom, coordinating availability, and resolving scheduling conflicts.
Prepare, review and maintain reports, correspondence, presentations, databases, spreadsheets and other business documents.
Develop, implement, and maintain administrative processes, procedures, and recordkeeping systems that improve operational efficiency and support effective team workflows.
Anticipate administrative needs, prioritize competing requests, and provide proactive support to leadership and project teams.
Foster a collaborative, service-oriented work environment by demonstrating professionalism, empathy, responsiveness, accountability, and a commitment to continuous improvement.
Facilitate purchase requests, including requisitions, invoices, and reimbursements using Service Now ticketing system in accordance with Watts College procedures and all university guidelines, policies and procedures. This includes unit specific tracking methods and backup documentation.
Maintains departmental purchasing cards, including coordinating authorized purchases, monitoring transactions, maintaining documentation, and ensuring compliance with university policies.
Tracks contracts, purchase orders, and vendor payments to ensure timely processing.
Orders office supplies and manages supply inventory.
Plan, coordinate, and execute meetings, conferences, workshops, trainings, and special events from conception through completion.
Coordinate venue reservations, room setup, catering, audiovisual equipment, and technology needs.
Manage event registration, attendee communications, and RSVP tracking through Stova.
Serve as a primary point of contact for speakers, presenters, vendors, sponsors, community partners, donors, students, staff, faculty and event participants.
Coordinate travel arrangements, lodging, and itineraries for guest speakers and visitors, as needed.
Prepare event materials, agendas, name badges, signage, and participant packets.
Oversee event logistics on-site, troubleshoot issues, and ensure a positive attendee experience.
Design and produce marketing and communication materials including print and digital fliers, brochures, posters, invitations, newsletters, and signage using Canva.
Create branded event collateral that aligns with University standards and brand guidelines.
Design annual reports, impact reports, presentations, infographics, and other visually engaging publications.
Prepare social media content for the Chief of Public Service’s LinkedIn page.
Update content on multiple Public Service Team websites.
Hire, onboard, train, and supervise student employees in accordance with university policies and department procedures.
Develop work schedules, approve time and monitor attendance to ensure adequate departmental coverage.
Train student employees on office procedures, customer service expectations, technology systems, and administrative processes.
Evaluate student employee performance and conduct regular check-ins to assess progress and identify development opportunities.
Recognize and encourage student employee contributions while promoting professional growth, career readiness, and academic success.