Office Specialist Senior, Document Management

Arizona State University•Tempe, AZ

5d•Onsite

About The Position

This position has a leadership role within the Document Management Team within Admissions Services. The Office Specialist Senior provides the first line of support to student supervisors, student workers and temporary staff and assists with supervising the activities of this group. The document management team is responsible for all incoming admission documents which includes document intake, mail preparation, scanning, data entry of biographical data to match transcripts to students and the data entry of coursework from transcripts. Documents include postsecondary and secondary records for both domestic and international transcripts and admissions related materials. The functions of this group are key to ensuring that all applicant materials are processed timely and accurately so that applicants may be reviewed for admission. An ideal candidate has experience with communicating goals, adhering to policy and procedures, motivating team members, assessing and tracking performance, and providing help to management, including helping with hiring, training and keeping management up-to-date on day-to-day functioning. The responsibilities of the area are broad in scope and task-oriented, encompassing a wide variety of activities requiring agile shifts in priorities. The team works at a faster-than-average pace and requires leadership with the ability to help manage priorities to hit service and performance expectations and sustain results over time.

Requirements

High School Diploma and two-years (2) 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 policies, procedures and terminology within university admissions and document management.
Knowledge of supervisory practices and principles.
Evidence of effective communication skills
Skill in the operation of a variety of office machines and technologies.
The ability to prioritize time and actions to drive business results in a high volume and repetitive processing environment
Tenacity and resilience in a fast-paced, and sometimes ambiguous environment
Confident, authentic, and professional communication
Ability to lead and work effectively with various teams
Ability to take initiative and solve problems
Ability to learn quickly and teach and mentor others
Applicant must be able to legally work in the United States without sponsorship in ASU now or in the future

Nice To Haves

Evidence of ability to clearly communicate to perform essential functions
Experience in analyzing and interpreting complex documents
Experience planning, analyzing and coordinating activities and establishing priorities
Experience with Microsoft Office Suite (with high proficiency in excel) and familiar with ASU software including (PeopleSoft, Salesforce, AppXtender, Raptor and Onbase)
Experience with the principles and practices pertaining to Admissions
Experience to establish and maintain effective working relationships with populations
Experience leading a team

Responsibilities

Examines and evaluates foreign and domestic academic documents (secondary and post secondary)
Assists with supervising, monitoring, or coordinating activities of student supervisors, student verifiers and temporary staff.
Assists with new employee training and continuous training of student supervisors, student verifiers and temporary staff.
Assists with hiring of student supervisors, student verifiers and temporary staff.
Applies functional knowledge and responds to matters requiring comprehensive knowledge of department policies and procedures; researches and interprets a variety of information.
Authorizes exceptions or clarifies policy within defined limits.
Analyzes and resolves difficult personnel or system related problems.
Coordinates or performs data collection, analysis, reporting, documentation and other duties to ensure accurate and timely processing.
Recommends new or revised department policies and procedures; assist with coordinating and implementing approved changes; updates affected policy/procedure manuals and assists with communicating changes to the team.
Maintains documents such as personnel records and training documents; ensures adherence to policy and procedures and monitors/checks for accuracy.
Assist with coordinating, scheduling, and tracking progress of the team to meet departmental goals and service expectations.
Responds to inquiries, complaints or problems and makes necessary adjustments of a non-routine nature.
Acts as primary contact for assigned function with outside organizations or other departments and ensures necessary follow up occurs.
Coordinates with other departments within Admissions Services or within ASU to resolve issues and accomplish goals.
Develops and maintains effective working relationships with other departments.
Works/assists with other duties as assigned.