Administrative Specialist

Arizona State University•Phoenix, AZ

4d•$55,000 - $60,000•Onsite

About The Position

The Administrative Specialist provides comprehensive administrative and operational support to the Vice Dean. Responsibilities include coordinating calendars and meetings, supporting faculty affairs and personnel processes, managing financial transactions, organizing events, maintaining confidential records, and serving as a key resource for faculty, staff, students, and university stakeholders. The position requires strong organizational skills, attention to detail, discretion and a solid ethical compass, and the ability to manage multiple priorities in a fast-paced academic environment.

Requirements

Bachelor's degree and five (5) 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.
Experience working in a position with high expectations of organization, multiple project management, accuracy and attention to detail.
Experience anticipating and troubleshooting problems before they develop.
Demonstrated knowledge of university policies and procedures.
Experience in a wide variety of administrative functions including calendaring, scheduling, word processing, spreadsheet management and drafting of presentation materials in both Google and Microsoft programs.
Experience dealing with confidential and sensitive information.
Experienced using tact and diplomacy in maintaining effective working relationships.
Evidence of effective communication skills
Experience interacting with students in a school/university environment

Responsibilities

Manage the Vice Dean's complex calendar, including scheduling meetings, appointments, and events.
Coordinate travel arrangements, itineraries, and expense reimbursements.
Prepare and manage correspondence, reports, presentations, and meeting materials.
Serve as the primary point of contact for internal and external stakeholders.
Monitor and prioritize incoming communications and requests.
Manage correspondence
Track deadlines, projects, and administrative workflows.
Assist with data collection, reporting, and record management.
Organize leadership meetings, faculty meetings, advisory board meetings, and special events.
Prepare agendas, briefing materials, and meeting minutes.
Coordinate logistics, catering, room reservations, and technology needs.
Track follow-up items and ensure timely completion of action items.
Assist with faculty recruitment and search activities.
Coordinate candidate interview schedules and campus visits.
Support Vice Dean with academic integrity committee
Provide support for the doctoral program.
Support onboarding activities for new faculty and staff.
Maintain confidential personnel records and documentation.
Serve as a primary point of contact for the Vice Dean's office.
Draft routine communications and announcements.
Respond to requests for information and direct inquiries appropriately.
Build and maintain positive relationships with faculty, staff, students, and university partners.
Support internal communication efforts and special initiatives.
Handle sensitive personnel, financial, and organizational information with discretion.
Ensure records comply with university policies and retention requirements.
Assist with audits, compliance reviews, and accreditation-related documentation.
Prepare and organize materials for administrative and personnel processes.
Other duties as assigned.