Administrative Associate

Arizona State University; Tempe (AZ); On-site; USD 30,000 - 33,000; Full time

Job summary

Arizona State University’s W. P. Carey School of Business, Graduate Programs Office, seeks an organized Administrative Support Assistant 2. The role handles phones, visits, and inquiries, supports calendars, travel, and office operations, and maintains confidential information with discretion.

Ideal candidates will have a high school diploma and 2 years of related experience or equivalent, with strong communication and problem-solving skills in a service-oriented environment.

Qualifications

• High School Diploma and 2 years of related experience or equivalent.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience in a higher education/university environment is a plus.

Responsibilities

• Answers phones, greets visitors, and directs questions to appropriate offices.
• Open/close office; support building access; coordinate maintenance and parking.
• Order and inventory supplies and equipment per department guidelines.
• Maintain Purchasing Card; process purchases and reconcile thoroughly.
• Receive and send shipments; manage interoffice mail and deliveries.
• Prepare agendas, minutes, and coordinate events; support leadership calendars.
• Assist with travel arrangements and prep materials; maintain databases.

Skills

Phone handling

Customer service

Detail oriented

Calendar management

Travel arrangements

Office administration

Education

High School Diploma

Tools

Microsoft Office

Dropbox

Google Drive

Slack

PeopleSoft

Job description

• Manages incoming email to department

Job Profile

Administrative Support Assistant 2 Non-Exempt

Job Family

Administrative Support

Time Type

Full time

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 Description

The W. P. Carey School of Business, Graduate Programs Office is currently seeking an organized, detailed, and service-oriented individual who is self-motivated and understands how to perform administrative functions within a highly productive, service-oriented environment. This individual will be in contact with staff, faculty, and administrators to accomplish a variety of administrative work. This ideal candidate must be able to work independently, maintain confidentiality, and utilize sound judgment, while possessing keen attention to detail and exceptional communication skills.

Salary

$22.00-$24.00 to commensurate with experience.

• Answers phones, greets visitors, and directs questions to appropriate offices for resolution
• Responsible for opening and closing the office, supports process to approve building access, coordinates building and equipment maintenance requests, parking validations.
• Orders and inventories supplies, SWAG, and equipment in accordance with department guidelines.
• Maintains a Purchasing Card to initiate purchases and follow up with thorough reconciliation and verification.
• Receives and sends shipments and deliveries utilizing FedEx, UPS, and interoffice mail.
• Executes a variety of office administrative and business operations support activities on behalf of the leadership of the Graduate Programs Office such as composing correspondence on own initiative, interpreting and explaining established university and unit policies and procedures in response to inquiries from a variety of sources, and summarizing reports and information to facilitate review by the administrative staff
• Provides administrative support to Graduate Programs leadership in areas such as maintaining calendars, scheduling appointments, maintaining record-keeping systems, developing and maintaining databases, and/or spreadsheets.
• Arranges necessary travel reservations and itineraries; anticipates and prepares support materials needed
• Maintains and updates databases and spreadsheets; pulls reports using PeopleSoft and/or other systems; prepares special and recurring reports containing specialized or sensitive information
• Produces meeting agendas, coordinates location and invitations, produces and distributes minutes for assigned events and meetings.
• Provides support for staff onboarding (i.e. preparing workspace, ordering business cards, name badges) and assisting with new employee resources. This includes assisting with and maintains records of office coordination including moves, signage, phones, and keys
• Provides administrative support to general operations. This includes, but is not limited to, projects like grade entry, locker assignments, grading completion reports, purchases, disbursement forms.
• Manages incoming email to department
• Performs other administrative duties as assigned.

Desired Qualifications

• Experience working in a higher education/university environment
• Experience in establishing, developing, and maintaining strong working relationships within a large office environment
• Experience working with productivity software (i.e. Microsoft Office, Dropbox, Google Drive, Slack)
• Demonstrated use of effective verbal and written communication skills
• Strong organizational skills and ability to manage multiple projects
• Experience in assisting leadership with administrative tasks such as managing calendars, travel arrangements, scheduling and communication.

Working Environment

• Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting, standing, walking.
• Visual acuity and manual dexterity associated with daily use of desktop computer; bending, stooping, reaching, lifting and pushing objects of varying weights up to 25pounds.
• May include exposure to external environment/climate conditions including walking on uneven surfaces, climbing and high temperatures.

Department Statement

The W. P. Carey School of Business at Arizona State University is the largest and one of the top-ranked public business schools in the United States with more than 25,000 students. The school is internationally regarded for its programs and the research productivity of its distinguished faculty members. Students come from more than 120 countries, and W. P. Carey is represented by over 130,000 alumni worldwide. W. P. Carey prides itself on being a place Where Business is Personal.® We value personalization, access, and excellence in business education and believe business is about people. Our motto reflects a commitment to mutual respect, building community, and positively impacting lives. We’re proud of that commitment, and look forward to it shaping your experience at W. P. Carey. Learn more at wpcarey.asu.edu.

Driving Requirement

Driving is not required for this position.

Location

Campus: Tempe

Funding

No Federal Funding

Notice of Availability of the ASU Annual Security and Fire Safety Report

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance

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

Employment Verification Statement

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

Background Check Statement

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

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.