Administrative Specialist

Arizona State University; Phoenix (AZ); On-site; USD 44,000 - 55,000; Full time

Benefits offered by this job

Tuition Reduction Program

Low-cost health, dental, vision, and?}

Retirement program

Paid time for volunteer and professs.

10 Paid Holidays

Wellness program

Disability and leave program

Employee assistance

ASU Discounts

Flexible work arrangements

Job summary

Arizona State University is seeking an Administrative Support Assistant 2 for the Downtown Phoenix Campus to provide advanced office management and administrative support for the Office of the Dean of Students. The role handles confidential communications and requires independent judgment while engaging with a broad student population.

The position supports scheduling, correspondence, policy-related tasks, and calendar management, with a focus on student advocacy and crisis support.

Qualifications

• Executive-level administrative support experience (5+ years via Bachelor's or 9+ years otherwise).
• Knowledge of university policies and procedures.
• Experience with advocacy and crisis management.

Responsibilities

• Performs special assignments/projects as directed by the Dean of Students Office.
• Serves as Office Manager for the day-to-day operations of the Dean of Students Office.
• 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 Office.
• Maintains confidential administrative, fiscal, and academic records.
• Interprets general office and administrative policies within the office.
• 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 Office.
• Supports students through advocacy and crisis response, offering calm, informed assistance and connecting individuals with the right services during high‑stress situations.
• Other duties as assigned

Skills

Calendaring

Scheduling

Word processing

Confidential information handling

Diplomacy

Verbal communication

Written communication

Education

Bachelor's degree

Tools

PeopleSoft

Workday

Canvas

Excel

Outlook

Word

PowerPoint

Job description

Job Profile:

Administrative Support Assistant 2

Job Family:

Administrative Support

Time Type:

Full 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 Description:

Rate of Pay: $44,100 - $55,100 per year; DOE

Under the administrative direction of the Dean of Students, the Administrative Specialist provides advanced office management and administrative support for the Office of the Dean of Students at the Downtown Phoenix 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:

• 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.
• Flexible work arrangements are available in an alternative or hybrid schedule but will be based on the work and the needs of the university and department operations and pending leadership approval.

Work Schedule

Monday - Friday, 8:00 am - 5:00 pm, with occasional evenings and weekends required. Job location is at ASU’s Downtown Phoenix campus location.

Essential Duties:

• Performs special assignments/projects as directed by the Dean of Students Office
• Serves as Office Manager for the day-to-day operations of the Dean of Students Office
• 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 Office
• Maintains confidential administrative, fiscal, and academic records
• Interprets general office and administrative policies within the office
• 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 Office
• Supports students through advocacy and crisis response, offering calm, informed assistance and connecting individuals with the right services during high‑stress situations.
• Other duties as assigned

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.
• Skill in both verbal and written communication.

Minimum 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.

Desired Qualifications:

• 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 verbal and written communication skills (composition, grammar, spelling and punctuation).
• 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).

Working Environment:

• Supervise student staff
• Use critical thinking to make decisions and/or analyze data
• Schedule appointments and maintain calendars
• Communicates effectively
• Professionally represents department/program
• Use computers effectively – including inputting, reviewing and retrieving information
• Work collaboratively across various departments within the University as well as with diverse populations and groups

Department Statement:

Educational Outreach and Student Services (EOSS) is committed to continuing to support all current and future students by creating an optimal environment for learning and providing timely and responsive service to all Sun Devils.

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Phoenix

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 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.

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:

A fingerprint check is not required for this position.