ADMINISTRATIVE SPECIALIST

Arizona State University; Phoenix (AZ); On-site; USD 55,000 - 60,000; Full time

Job summary

Arizona State University is seeking an Administrative Specialist to provide comprehensive administrative and operational support to the Vice Dean. The role includes calendar and meeting coordination, travel, expense reimbursements, and handling confidential records with discretion in a fast-paced academic environment.

Responsibilities encompass event coordination, materials preparation, stakeholder communication, data collection, and support for faculty recruitment and onboarding.

Qualifications

• Bachelor's degree or equivalent combination of experience.
• Experience supporting senior leadership and confidential matters.
• Experience with calendaring, scheduling, and presenting materials.

Responsibilities

• Manage the Vice Dean's calendar, meetings, travel, and expenses.
• Prepare correspondence, reports, and meeting materials.
• Serve as primary contact for internal and external stakeholders.
• Monitor communications and deadlines; track projects and workflows.
• Support data collection, reporting, and record management.
• Coordinate leadership meetings and special events.
• Assist with faculty recruitment, onboarding, and campus visits.
• Draft communications and manage inquiries; maintain relationships.

Skills

Calendar management

Travel coordination

Communication

Confidentiality

Data management

Event coordination

Education

Bachelor's degree

Tools

Google Workspace

Microsoft Office

Job description

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:

Position Salary Range:

$55,000 - $60,000 anually

Job Description:

The Administrative Specialist provides comprehensive administrative and operational support to the Vice Dean. Responsibilities include coordinating calendars and meetings, supporting faculty affairs and personnel processes, managing financial transactions, organizing events, maintaining confidential records, and serving as a key resource for faculty, staff, students, and university stakeholders. The position requires strong organizational skills, attention to detail, discretion and a solid ethical compass, and the ability to manage multiple priorities in a fast-paced academic environment.

• Under general supervision, performs complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of a high-level executive of the University.

Executive and Administrative Support

• Manage the Vice Dean's complex calendar, including scheduling meetings, appointments, and events.
• Coordinate travel arrangements, itineraries, and expense reimbursements.
• Prepare and manage correspondence, reports, presentations, and meeting materials.
• Serve as the primary point of contact for internal and external stakeholders.
• Monitor and prioritize incoming communications and requests.
• Track deadlines, projects, and administrative workflows.
• Assist with data collection, reporting, and record management.

Meeting and Event Coordination

• Organize leadership meetings, faculty meetings, advisory board meetings, and special events.
• Prepare agendas, briefing materials, and meeting minutes.
• Coordinate logistics, catering, room reservations, and technology needs.
• Track follow-up items and ensure timely completion of action items.

Faculty and Personnel Support

• Assist with faculty recruitment and search activities.
• Coordinate candidate interview schedules and campus visits.
• Support Vice Dean with academic integrity committee
• Provide support for the doctoral program.
• Support onboarding activities for new faculty and staff.
• Maintain confidential personnel records and documentation.

Communication and Customer Service

• Serve as a primary point of contact for the Vice Dean's office.
• Draft routine communications and announcements.
• Respond to requests for information and direct inquiries appropriately.
• Build and maintain positive relationships with faculty, staff, students, and university partners.
• Support internal communication efforts and special initiatives.

Records, Compliance, and Confidentiality

• Handle sensitive personnel, financial, and organizational information with discretion.
• Ensure records comply with university policies and retention requirements.
• Assist with audits, compliance reviews, and accreditation-related documentation.
• Prepare and organize materials for administrative and personnel processes.

Other duties as assigned.

Desired Qualifications:

• Experience working in a position with high expectations of organization, multiple project management, accuracy and attention to detail.
• Experience anticipating and troubleshooting problems before they develop.
• Demonstrated knowledge of university policies and procedures.
• Experience in a wide variety of administrative functions including calendaring, scheduling, word processing, spreadsheet management and drafting of presentation materials in both Google and Microsoft programs.
• Experience dealing with confidential and sensitive information.
• Experienced using tact and diplomacy in maintaining effective working relationships.
• Evidence of effective communication skills
• Experience interacting with students in a school/university environment
• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse.
• Use standard office equipment including, but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, calculator, copier, telephone and associated computer/technology peripherals

Department Statement:

The Walter Cronkite School of Journalism and Mass Communication at Arizona State University is widely recognized as one of the nation's premier professional journalism programs. The school, which was named in Cronkite's honor in 1984, prepares the next generation of journalists in both the time-honored fundamentals embraced by Cronkite and the multimedia skills necessary to thrive as journalists in the digital age. Housed in a $71 million state-of-the-art media complex in downtown Phoenix, the school has been featured in The New York Times and The Times of London as a leader in 21st-century journalism education. It is the home of Arizona PBS, the Carnegie Knight News 21 initiative and the Donald W. Reynolds National Center for Business Journalism. The Cronkite School offers a number of professional programs, as well as a nightly television news broadcast, digital news bureaus in Washington and Phoenix, sports bureaus in Los Angeles and Phoenix, a strategic public relations agency, an entrepreneurial digital innovation lab, digital production bureau, business bureau, and newsgathering and civic journalism bureau.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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 impacting 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.

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.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASUCompensation 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 certifications. Employment is contingent upon successful passing of the background check.

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