Administrative Specialist

Arizona State University; Tempe (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

The Learning Engineering Institute at Arizona State University in Tempe seeks an Administrative Specialist to provide high-level support to the leadership team, including the Executive Director. The role requires discretion, superb organizational skills, and the ability to manage complex calendars, travel, and events.

You will draft correspondence, prepare materials for meetings, coordinate finances, and ensure leaders are prepared for strategic engagements with internal and external

Qualifications

• Experience supporting leadership with calendar, travel, and event planning.
• Ability to work independently with discretion in a high-profile environment.
• Strong organizational skills, attention to detail, and reliability.
• Experience in higher education or research settings preferred.
• Proficiency with Microsoft Office, Google Suite, Canva and Adobe.

Responsibilities

• Manage Executive Calendars: oversee leadership calendars and schedules.
• Coordinate travel and expenses for the dean and executives.
• Prepare and submit travel expense reports and reimbursements.
• Prepare meeting and event materials; track follow-up items.
• Draft official correspondence for the dean and leadership.
• Process financial forms for reimbursements and purchases.
• Provide office backup support and policy guidance.
• Organize special events and manage RSVPs and logistics.
• Lead or contribute to special projects and initiatives.
• Proactively resolve issues to keep meetings on track.

Skills

Complex calendaring

Travel coordination

Meeting/event planning

Independent work

Discretion & confidentiality

Strong organizational skills

Communication skills

Attention to detail

Adaptability in fast-paced environment

Education

Bachelor’s degree in Business Administration, Education, or related field

Eight years of directly related administrative experience

Tools

Microsoft Office Suite

Google Workspace

Canva

Adobe

Job description

Job Profile

Administrative Support Specialist 3

Job Family

Administrative Support

Time Type

Full time

Job Profile Summary:
Provides complex administrative and programmatic support to leadership.

Job Description

The Learning Engineering Institute is seeking an Administrative Specialist to provide high-level administrative support to the leadership team of the institute. This role involves managing complex and sensitive responsibilities requiring discretion, strong organizational skills, and considerable independence of action. The position provides direct support to the Executive Director and leadership team, with primary responsibilities including complex calendar management, coordination of travel, and planning and execution meetings and various events. The successful candidate will ensure leaders are well-prepared for daily activities and strategic engagements with internal and external stakeholders including senior university officials and external partners. This position requires exceptional follow-through, attention to detail, and the ability to manage multiple high-priority tasks in a fast-paced, dynamic environment.

Position Salary Range: $45,000 - 65,000 per year; DOE

Essential Duties

• Manage Executive Calendars: Oversee and maintain leadership calendars, coordinating schedules to ensure efficient time management and prioritization of key meetings and events. Coordinate Travel and Expenses: Arrange all travel logistics for the dean, including transportation and accommodation. Prepare and submit detailed travel expense reports for reimbursement.
• Stakeholder Interaction: Serve as a point of contact for high-level stakeholders, ensuring communication is handled with professionalism, tact, and confidentiality.
• Task Coordination and Follow-through: Manage multiple high-priority activities simultaneously, demonstrating strong follow-through on all projects and tasks. Clearly communicate and adhere to deadlines to ensure timely task completion.
• Prepare Meeting and Event Materials: Compile, organize, and maintain background materials and pertinent documents for meetings, events, and travel, ensuring follow-up items are tracked and completed.
• Compose Official Correspondence: Independently draft correspondence on behalf of the dean, ensuring communications are accurate, professional, and reflect an understanding of relevant issues.
• Process Financial Forms: Handle financial documentation, including processing business forms for reimbursements, purchases, and other financial transactions on behalf of the dean.
• Provide Office Support: Offer backup assistance to other office staff to maintain seamless operations during peak times or staff absences.
• Guide Staff on Policies: Provide guidance to unit staff on college policies and procedures, promoting adherence and consistency across departments.
• Organize Special Events: Coordinate or assist in planning special events for the institute, including arranging equipment, catering, sending invitations, and managing RSVPs.
• Lead Special Projects: Oversee or contribute to special assignments and projects as directed by leadership.
• Solutions Driven: Take a proactive role in resolving conflicts that do occur to ensure that all meetings and tasks remain on track.

Desired Qualifications

• Bachelor’s degree in Business Administration, Education, or a related field, and four years of experience in executive support, OR eight years of directly related administrative experience.
• Familiarity with complex calendaring, travel coordination, and meeting/event planning.
• High level of maturity, sound judgment, and the ability to work independently.
• Knowledge of the ASU ecosystem and Enterprise structure.
• Experience in supporting a high-level administrator in higher education that includes calendaring and scheduling meetings.
• Experience working in a research environment.
• Evidence of effective communication skills.
• Experience in taking initiative, strong organizational skills and attention to detail.
• Experience in anticipating problems and resolving them.
• Experience in managing multiple high-priority projects in a fast-faced environment requiring considerable coordination and follow through.
• Demonstrated knowledge of academic policies and procedures.
• Computer software experience, including Microsoft Suite, Google Suite, Canva, and Adobe).
• Experience in dealing with confidential and sensitive information.

Working Environment

The Learning Engineering Institute is housed on the Tempe Campus of ASU near downtown Tempe. Arizona State University is located in the Phoenix/Scottsdale metropolitan area and offers all of the amenities of a large urban/winter resort area.

• Activities are performed in an environmentally controlled office setting.
• Subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Required to stand for varying lengths of time and walk moderate distances to perform work.
• Occasional bending, reaching, lifting, pushing and pulling up to 25 pounds.
• Regular activities require ability to quickly change priorities.
• Regular review of completed tasks.
• Daily use of a desktop or laptop computer is required
• Evidence of ability to clearly communicate to perform essential functions.

Department Statement

ASU's Learning Engineering Institute aims to transform learning environments and experiences to empower equitable student engagement, improved learning outcomes, and success across large, varied populations of learners. Drawing on behavioral, design, computer, and data sciences, the LEI advances research and development around educational technology to develop data-informed, technologically enhanced innovations in learning and instruction. The LEI's transdisciplinary approach includes systematically collecting large-scale learning data while respecting data privacy, analyzing data to make better predictions, and rapidly iterating new approaches to improve outcomes.

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.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Driving Requirement

Driving is not required for this position.

Location

Campus: Tempe

Funding

No Federal Funding

Required Documents

• Cover letter
• Resume or CV

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.