Administrative Specialist

Arizona State University•Tempe, AZ

5d•Onsite

About The Position

The W. P. Carey School of Business Dean's Office is seeking an Administrative Specialist to perform a broad range of advanced administrative and operational support for the Executive Assistant to the Dean and Manager of Dean’s Office Operations within the W. P. Carey School of Business. This position plays a critical role in ensuring the efficient execution of executive-level operations, communications, events, and financial processes that support the strategic priorities of the Dean’s Office. Working under general direction, the Administrative Associate exercises initiative, discretion, and independent judgment in handling complex and non-routine assignments. The role serves as a central point of coordination for high-level meetings, events, and daily office operations, while maintaining compliance with university policies and procedures. The position regularly interacts with faculty, staff, students, donors, and executive-level stakeholders, requiring professionalism, strong communication skills, and sound judgment. Responsibilities include drafting and sending routine, templated correspondence on behalf of the Dean’s Office, communicating directly with event attendees as needed, coordinating logistics for events, supporting travel-related expense processing and budget-related processes, and maintaining a polished and professional office environment.

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.
Experience using university applications such as Workday, Concur, EMS, Drobox, Google Drive, Adobe, and the Microsoft Office Suite (Excel; Outlook; Word; PowerPoint).
Knowledge of office and administrative practices and principles
Knowledge of the principles of exemplary customer service demonstrated through actively listening, acknowledging, and responding to every inquiry; taking ownership and resolving each concern or problem as appropriate
Ability to lead by example in communicating, participating and encouraging support of the institution’s sustainability programs.

Nice To Haves

Experience working at Arizona State University preferred
Experience working in a C-suite environment

Responsibilities

Provide administrative support to the Executive Assistant to the Dean and members of the Dean’s Office.
Prepare correspondence, reports, presentations, and background materials for meetings and special projects.
Coordinate meetings and related logistics, including scheduling, room reservations, and communication with participants.
Serve as a primary point of contact for internal stakeholders engaging with the Dean’s Office.
Maintain administrative systems, records, spreadsheets, and tracking logs to support office operations.
Screen and prioritize communications while exercising discretion and professionalism in handling confidential information.
Interpret and apply university policies and procedures to support daily operations and resolve administrative matters; escalate complex issues as appropriate.
Support high-profile Dean’s Office engagements and events, including Dean’s Council, Executive of the Year, Dean’s Medalists, convocations, and related activities.
Coordinate event logistics including RSVP tracking, communications, catering, room reservations, setup, check-in, and event breakdown.
Process financial transactions including travel expense reports, reimbursements, business meal forms, and parking validation invoices.
Review, organize, and reconcile receipts and supporting documentation to ensure timely and accurate submission in compliance with university policies and deadlines.
Attend budget meetings with accounting personnel and support monitoring of Dean’s Office expenditures and budget activity.
Manage daily office operations and maintain shared office spaces including conference rooms, reception areas, and kitchen facilities.
Monitor inventory levels and coordinate ordering of office and hospitality supplies.
Ensure office spaces are organized, professional, and operationally effective.
Perform other duties as assigned