Administrative Associate

asu; 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 supports busy staff and faculty, handles phones, scheduling, travel, and purchasing with discretion and integrity.

You will join a service‑oriented team in a large university environment, interacting with multiple departments and maintaining accurate records, calendars, and reports while providing professional, confidential administrative support.

Qualifications

• High School Diploma and two years of experience in the relevant area or an equivalent combination of education and experience.
• Experience in a higher education/university environment is preferred.
• Strong communication and organizational skills are required.

Responsibilities

• Answers phones, greets visitors, directs inquiries to appropriate offices.
• Supports building access, maintenance requests, and parking validations.
• Orders and inventories supplies and equipment per department guidelines.
• Maintains Purchasing Card and reconciles purchases with proper documentation.
• Receives and handles shipments via FedEx, UPS, and internal mail.
• Assists leadership with calendars, travel plans, and reports.

Skills

Microsoft Office Suite

Record keeping

Communication skills

Customer service

Education

High School Diploma

Tools

Dropbox

Google Drive

Slack

PeopleSoft

Job description

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.

Essential Duties

• 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.