ADMINISTRATIVE SPECIALIST

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

Job summary

Arizona State University is seeking an Administrative Specialist to provide executive-level administrative support to the leadership team of the Learning Engineering Institute on the Tempe campus.

The role emphasizes complex calendar management, travel coordination, and planning meetings and events to ensure leaders are well-prepared for daily activities and strategic engagements with internal and external stakeholders.

Qualifications

• Minimum qualifications include a bachelor's degree and five years of related experience or an equivalent combination of education and experience.
• Experience with complex calendaring, travel coordination, and planning meetings/events.
• Ability to work independently with mature judgment and discretion.
• Knowledge of the ASU ecosystem and enterprise structure is desirable.
• Experience supporting high-level administrators in higher education.

Responsibilities

• Provide high-level administrative support to the leadership team of the Learning Engineering Institute.
• Manage complex calendars, coordinate travel, and plan/execute meetings and events.
• Prepare leaders for daily activities and strategic engagements with internal and external stakeholders.
• Demonstrate exceptional follow-through and ability to manage multiple high-priority tasks.

Skills

Executive support

Calendar management

Travel coordination

Meeting/event planning

Independent work

Communication skills

Education

Bachelor's degree

Five years experience in relevant field

Tools

Microsoft Office

Google Suite

Canva

Adobe

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: $45,000 - 65,000 per year; DOE

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.

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.

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.

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

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 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.