Administrative Specialist

Arizona State University•Tempe, AZ

9d•Onsite

About The Position

Under general supervision, performs complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of a high-level executive of the University Monday - Friday, 8 AM - 5 PM, with occasional weekends / evenings based on department demand. Job location is primarily the ASU Tempe campus; however, Administrative Specialist may be required to travel to the other ASU locations to perform work, including training.

Requirements

High School Diploma and three years (3) 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.
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 and diplomacy in maintaining effective working relationships.
Skill in both verbal and written communication.

Nice To Haves

Experience working in a higher education setting with a diverse student population while developing and maintaining effective working relationships.
Demonstrated knowledge or ability to learn University policies and procedures with particular emphasis on the operations / functions reporting to the Dean of Students Office.
Experience supporting students in crisis and addressing non-routine inquiries.
Evidence of effective communication (composition, grammar, spelling and punctuation).
Evidence of establishing and maintaining effective working relationships in a team environment.
Experience working independently after receiving guidance.
Demonstrated knowledge on establishing priorities, meeting deadlines, and accomplishing multiple tasks independently.
Experience working with changing priorities.
Bilingual: English / Spanish.
Experience preparing correspondence and reports; maintaining calendars;
Experience with various systems, including Maxient, PeopleSoft, Kenexa, Workday, and Canvas.
Experience using MS Office Suite (Word, Outlook, Excel and PowerPoint).
Experience using Google Suite

Responsibilities

Assists in the management of the executive's calendar.
Works closely with other university offices in coordinating Access involvement in university events.
Coordinates and arranges for the Access Team travel.
Coordinates or assists in coordinating events, including arranging equipment and catering; sending invitations and managing RSVPs.
Provides office operations support, including receiving and screening telephone calls and visitors, scheduling meetings, conferences, seminars, and special events, maintaining the calendar, maintaining record-keeping systems, opening and reviewing incoming mail, and responding to inquiries.
Monitors and updates inventory, surplus, space and supplies.
Plans and arranges conferences, meetings, and/or special events under general instructions from supervisor; communicates arrangements to appropriate individuals.
Compiles, prepares, and maintains background material for 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.