Administrative Specialist

Arizona State University; Berlin; On-site; EUR 26,000 - 28,000; Part time

Benefits offered by this job

Tuition reduction

Health insurance

Retirement plan

Paid holidays

Job summary

Arizona State University is seeking an Administrative Support Assistant 2 (Non-Exempt) at the Polytechnic campus. This part-time role provides routine administrative support to the Dean of Students Office, handling confidential communications and coordinating schedules.

The position requires a High School Diploma with 2 years of relevant experience, or an equivalent combination, and preferred bilingual English/Spanish skills.

Qualifications

• High School Diploma with 2 years of relevant experience, or an equivalent combination.
• Bachelor’s degree with 5 years of executive-level admin support OR 9 years of experience.
• Experience in higher education environment with students.
• Bilingual English/Spanish preferred.
• Experience with PeopleSoft, Workday, Canvas and MS Office tools.

Responsibilities

• Serves as Office Manager for the Dean of Students Offices.
• Collaboratively composes correspondence requiring judgment and knowledge of university policy.
• Maintains calendars and arranges travel for the Dean of Students Offices.
• Schedules meetings and takes notes/minutes; distributes upon approval.
• Maintains confidential administrative, fiscal, and academic records.
• Supports students through advocacy and crisis response.

Skills

Administrative support

Communication skills

Bilingual English/Spanish (preferred)

Education

High School Diploma

Bachelor’s degree

Tools

PeopleSoft

Workday

Canvas

Excel

Outlook

Word

PowerPoint

Job description

Job Profile:

Administrative Support Assistant 2 Non-Exempt

Job Family:

Administrative Support

Time Type:

Part time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

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.

Job Profile Summary:
Provides routine administrative support to a department or group of professionals in support of department goals.

Job Description:

Position Salary Range:

• $21.20 - $22.84 per hour; DOE

Under the administrative direction of the Deans of Students, the Administrative Specialist provides advanced office management and administrative support for the Office of the Dean of Students at the Polytechnic Campus. The role handles sensitive and confidential communications and requires a high degree of independent judgment. In addition to supporting the Dean of Students staff, the Administrative Specialist works closely with executive level administrative offices and engages with a broad undergraduate, professional, and graduate student population.

What’s in it for you:

Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes: (Click here to explore options)

• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
• Low-cost health, dental, vision, and life insurance benefits.
• Retirement program designed to promote long-term savings and provide income upon retirement.
• Paid time for volunteer and professional development.
• 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period.
• Wellness program for preventative health education and screenings.
• Disability and leave program for income protection.
• Employee assistance for free and confidential behavioral health services.
• ASU Discounts to sports/events along with discounts with ASU partnerships.

Work Schedule: Part-time schedule with hours varying Monday through Friday between 8:00 a.m. and 5:00 p.m, with occasional evenings and weekends required. Job location is at ASU’s Polytechnic campus location.

Essential Duties:

• Performs special assignments/projects as directed by the Dean of Students Offices
• Serves as Office Manager for the day-to-day operations of the Dean of Students Offices
• Collaboratively composes correspondence on a variety of subjects requiring judgment, originality, and broad knowledge of University policy and procedures
• Assists in developing operating policies and procedures
• Performs research and/or statistical analyses and assists in the planning and preparation of special reports
• Provides facilities management support for EOSS organization; which includes ISAAC, IT requests, and inventory surplus
• Supervises student employees
• Maintains the calendars and arranges travel for the Dean of Students Offices
• Schedule appointments and maintain calendars
• Maintains confidential administrative, fiscal, and academic records
• Interprets general office and administrative policies within the offices
• Schedules and attends meetings; takes and transcribes notes/minutes and distributes upon approval
• Follows-up on decisions and action items made during meetings at the direction of the Dean of Students Offices
• Supports students through advocacy and crisis response, offering calm, informed assistance and connecting individuals with the right services during high stress situations.
• Work collaboratively across various departments within the University
• Other duties as assigned

Desired Qualifications:

• Bachelor’s degree and five (5) years of executive-level administrative support experience; OR, Nine (9) years of executive-level administrative support experience; OR Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
• Experience working in a higher education environment with students while developing and maintaining effective working relationships.
• Demonstrated knowledge of University policies and procedures with particular emphasis on the operations or functions overseen by the Dean of Students to whom the Administrative Specialist reports.
• Advocacy and Crisis Management experience.
• Evidence of effective communication skills.
• Bilingual English/Spanish preferred.
• Experience with: preparing correspondence and reports; scheduling meetings and maintaining calendars; utilization of PeopleSoft, Workday and Canvas; and use of personal computer/software (e.g. Excel; Outlook; Word; PowerPoint).

Preferred Knowledge, Skills and Abilities:

• 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 with diplomacy and in maintaining effective working relationships.
• Professionally represents department/program

Working Environment:

• Work is performed in a professional, climate-controlled office environment.
• Regularly requires prolonged periods of sitting or standing and viewing a computer screen; with or without accommodation.
• Regularly requires the use of a computer, keyboard, mouse, telephone, and other standard office equipment.
• Requires occasional movement throughout the office and other University workspaces.

Department Statement:

Educational Outreach and Student Services (EOSS) is committed to enrolling all qualified students at Arizona State University and assisting them in their academic success. EOSS provides a broad range of services and support to students and prospective students ranging from outreach efforts with K-12 schools, orientation programs for new freshman, bridge programs to assist the transition to a university environment, and a wide variety of services, programs and activities for enrolled students. EOSS has direct responsibility for multiple departments across four campuses, some of which include the Dean of Students, University Housing, Health Services, Counseling Services, Disability Resources, the Memorial Union, TRIO programs, Sun Devil Fitness, Student Government, Student Media, Career Services, Access ASU and others.

Driving Requirement:

This position may require driving. Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Location:

Campus: Polytechnic

Funding:

No Federal Funding

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively affecting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation’s fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco‑free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certificates. Employment is contingent upon successful passing of the background check.

A fingerprint check is not required for this position.