Academic Personnel Specialist

asu; Phoenix (AZ); On-site; USD 58,000 - 65,000; Full time

Job summary

Arizona State University is seeking an Academic Personnel Specialist to provide high-level support for academic personnel processes across ASU Health, STPH, Shufeldt School of Medicine and Medical Engineering. You will oversee faculty appointments, clinical partners, promotions, contingent workers, and affiliate processing with precision and adherence to university policy.

The role requires strong organizational skills, discretion with confidential matters, and the ability to navigate complex

Qualifications

• Bachelor's degree and five 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.

Responsibilities

• Oversees processes and related policies for academic personnel and affiliate appointments.
• Ensure established university staff and academic personnel policies and procedures are followed.
• Consults with staff and administrators to coordinate, provide technical advice, and problem-solve as it pertains to staff and academic personnel processes; ensures appropriate approvals are obtained.
• Reviews all faculty and staff personnel requests to ensure compliance with established standards prior to submittal.
• Composes offer letters, forms, and other correspondence for signature to ensure timely and accurate completion and distribution.

Skills

Organizational skills

Attention to detail

Discretion

Independent work

Analytical thinking

Communication

Education

Bachelor's degree and five years of experience or equivalent

Tools

PeopleSoft

Workday

Interfolio/APARS

Job description

Job Profile:

Administrative Support Specialist 3

Job Family:

Administrative Support

Time Type:

Full time

Minimum Qualifications:

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.

Job Description:

The Academic Personnel Specialist provides high-level support for academic personnel processes across ASU Health, the School of Technology for Public Health (STPH), and the John Shufeldt School of Medicine and Medical Engineering (Shufeldt School). This position oversees faculty and academic appointments, clinical partners, promotion and tenure, contingent workers, adjunct and affiliate processing, and related academic personnel actions to ensure accuracy, compliance, and alignment with university policies. Serving as a key resource to faculty, staff, and administrators, the specialist coordinates faculty recruitment, hiring, records management, approvals, prepares correspondence and offer letters, and manages confidential documentation with precision and professionalism. The role requires strong organizational skills, attention to detail, discretion in handling confidential personnel matters, the ability to navigate complex academic processes in a dynamic environment, and other duties as assigned.

Salary Range: $57,900 to $65,000; DOE

Essential Duties:

• Oversees processes and related policies, and coordinates dates and meetings and submitted items for academic personnel and adjunct, visiting scholar, and other affiliate appointments. Engages in related administrative duties
• Ensure established university staff and academic personnel policies and procedures are followed
• Consults with staff and administrators to coordinate, provide technical advice, and problem solve as it pertains to staff and academic personnel processes; ensures appropriate approvals are obtained
• Reviews all faculty and staff personnel requests to ensure compliance with established standards/criteria prior to submittal
• Composes offer letters, forms, and other correspondence for signature to ensure timely and accurate completion and distribution of all applicable documents
• Participates in meetings and conferences pertinent to area of responsibility
• Coordinates personnel processes and maintains personnel files consistent with university policies and practices
• Uses relevant university software (e.g. APARS, Workday) to gather employee data and problem solve academic personnel actions
• Assists with any other special projects and duties as assigned by the relevant administrators
• Serves as a resource to other staff and faculty on academic and policy questions
• Acts as a point of contact on complex personnel issues, such as researching issues, gathering data, and providing details
• Assists unit with confidential and highly sensitive personnel matters and projects
• Assists with personnel data reports as assigned
• Acts as a contact for personnel processes and policies for unpaid affiliated academic positions (e.g. adjunct, visiting scholars, volunteer faculty and students, and internal faculty affiliations), outside consulting disclosures, out of state notifications, and other academic personnel processes and policies as assigned
• Oversees other academic personnel processes including promotion and tenure, faculty annual evaluations, recruiting, hiring and on-boarding, notice of appointments, part-time teaching appointments, resignations/retirements, supplemental payments, and other areas as needed
• Keeps abreast of priorities and status of project and follows up on pending matters to ensure accuracy on all documentation with attention to detail
• As part of the Academic Personnel team, this role manages academic personnel functions for a complex academic unit - ASU Health, including the John Shufeldt School of Medicine and Medical Engineering (Shufeldt School) and the School of Technology for Public Health (STPH). This includes academic personnel, clinical partners, faculty processes, internal controls, and close collaboration with unit and central teams to ensure smooth operations and adherence to university policy
• Ability to work independently and solve complex personnel questions or issues
• Use office equipment (e.g., printers, copiers, fax machines, etc.).
• Regular activities require the ability to quickly change priorities and may include resolution of conflicts.
• Use critical thinking to make decisions and/or analyze and report data/results of tests conducted.
• Use basic math.
• Deliver presentations.
• Other duties as assigned.

Desired Qualifications:

• Experience in academic personnel processes and policies; working in a higher education environment
• Experience with ASU Academic Personnel human resources software (e.g. PeopleSoft, Workday, Interfolio/APARS, etc.)
• Experience in personnel transac