Administrative Support Specialist

Arizona State University•Phoenix, AZ

19h•Hybrid

About The Position

The School of Technology for Public Health, Downtown Phoenix Campus, seeks an Administrative Support Specialist to perform complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence in support of high-level executives in the department.

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.
Experience providing administrative support to high-level executives
Experience creating and maintaining record-keeping systems, databases, and spreadsheets
Experience coordinating travel reservations and itineraries
Experience scheduling and managing electronic calendars
Strong customer service skills
Ability to work autonomously with minimal supervision
Strong multitasking and organizational skills
Ability to develop and maintain effective working relationships
Ability to track, compile, and distribute reports
Experience ordering and tracking department supplies
Ability to clearly communicate and perform essential functions
Ability to work collaboratively across departments and with diverse populations across the university
Ability to respond promptly and effectively to emergency situations, exercising sound judgment, following established protocols, and coordinating with appropriate personnel as needed
Knowledge of basic project management and organizational practices
Proficiency with Microsoft Office (Excel, Word, Visio, Outlook, PowerPoint), Google Workspace (Docs, Sheets, Drive, Forms), and Workday
Proficiency in computer use, including extended periods of screen time and use of keyboard and mouse
Ability to operate standard office equipment, including calculator, telephone, printer, fax, and copier
Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Nice To Haves

Experience providing administrative support to high-level executives
Experience creating and maintaining record-keeping systems, databases, and spreadsheets
Experience coordinating travel reservations and itineraries
Experience scheduling and managing electronic calendars
Strong customer service skills
Ability to work autonomously with minimal supervision
Strong multitasking and organizational skills
Ability to develop and maintain effective working relationships
Ability to track, compile, and distribute reports
Experience ordering and tracking department supplies
Ability to clearly communicate and perform essential functions
Ability to work collaboratively across departments and with diverse populations across the university
Ability to respond promptly and effectively to emergency situations, exercising sound judgment, following established protocols, and coordinating with appropriate personnel as needed
Knowledge of basic project management and organizational practices
Proficiency with Microsoft Office (Excel, Word, Visio, Outlook, PowerPoint), Google Workspace (Docs, Sheets, Drive, Forms), and Workday
Proficiency in computer use, including extended periods of screen time and use of keyboard and mouse
Ability to operate standard office equipment, including calculator, telephone, printer, fax, and copier

Responsibilities

Manage executive calendars; schedule meetings and coordinate travel
Primary point of contact for incoming calls to the Dean’s Office of the School of Technology for Public Health; screens and routes calls as appropriate
Distribute mail, order office supplies, and process P-card purchases and reconciliations
Compile, prepare, and maintain background materials for meetings, events, and travel; coordinate and track follow-up actions
Schedule and organize guest visits, including creating agendas and coordinating with external partners
Assist with guest travel, including coordinating flights, hotels, and other accommodations
Independently compose correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues
Organize and coordinate leadership events, including luncheons, off-site meetings, and other events supporting the School of Technology for Public Health
Demonstrate a high level of accuracy and attention to detail
Regularly adapt to changing priorities, including resolving conflicts as needed
Conduct regular review of completed tasks
Provide backup support to other staff in the office
Work under the supervision of the Dean’s Executive Assistant
Work both independently and within a structured team environment
Exercise judgment within established practices and policies to determine appropriate action
Use an ASU or personal vehicle to travel between campuses
Participation in professional development opportunities provided by ASU HR
Monthly check-in meetings with supervisor regarding goals and professional development
May provide guidance and support to student workers as needed
Perform other duties as assigned