Administrative Specialist for Public Service

asu; Phoenix (AZ); On-site; USD 55,000 - 58,000; Full time

Job summary

ASU is seeking an Administrative Operations Specialist 2 to support department activities, applying knowledge of standards, policies, and procedures while maintaining detailed records. Responsibilities include managing calendars, coordinating meetings (in-person, hybrid, and virtual via Zoom), preparing reports and communications, and improving administrative workflows within Watts College.

Ideal candidates will have a Bachelor's degree and 3 years of related experience, and must demonstrate

Qualifications

• Bachelor's degree and three years of experience in a related field, or an equivalent combination of education and experience.

Responsibilities

• Provide comprehensive administrative support for operations, including calendars, meetings, email, phone inquiries, and day-to-day office functions.
• Manage complex leadership calendars, schedule in-person, hybrid and virtual meetings using Zoom, coordinate availability, and resolve conflicts.
• Prepare, review, and maintain reports, correspondence, presentations, databases, and spreadsheets.
• Develop and maintain administrative processes and recordkeeping systems to improve efficiency.
• Anticipate administrative needs, prioritize requests, and support leadership and project teams.
• Foster a collaborative, service-oriented environment with professionalism, empathy, accountability, and continuous improvement.

Skills

Calendaring

Scheduling

Report writing

Administrative support

Education

Bachelor's degree

Tools

Google Docs

Microsoft Office

Canva

Outlook

Slack

Workday

Dropbox

Zoom

ServiceNow

Concur

Stova

Constant Contact

Asana

Microsoft Teams

Job description

Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Minimum Qualifications:

Bachelor's degree and three (3) 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 Profile Summary:

Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

Position Salary Range:

$55,000-$58,000 annually

Essential Duties:

• Administrative-
  • Provide comprehensive administrative support for operations, including managing calendars, coordinating meetings, responding to email correspondence, answering phone inquiries, and supporting day-to-day office functions.
  • Manage complex calendars for leadership and project teams by scheduling meetings in-person, hybrid and virtual meetings using Zoom, coordinating availability, and resolving scheduling conflicts.
  • Prepare, review and maintain reports, correspondence, presentations, databases, spreadsheets and other business documents.
  • Develop, implement, and maintain administrative processes, procedures, and recordkeeping systems that improve operational efficiency and support effective team workflows.
  • Anticipate administrative needs, prioritize competing requests, and provide proactive support to leadership and project teams.
  • Foster a collaborative, service-oriented work environment by demonstrating professionalism, empathy, responsiveness, accountability, and a commitment to continuous improvement.
• Financial Operations-
  • Facilitate purchase requests, including requisitions, invoices, and reimbursements using Service Now ticketing system in accordance with Watts College procedures and all university guidelines, policies and procedures. This includes unit specific tracking methods and backup documentation.
  • Maintains departmental purchasing cards, including coordinating authorized purchases, monitoring transactions, maintaining documentation, and ensuring compliance with university policies.
  • Tracks contracts, purchase orders, and vendor payments to ensure timely processing.
  • Orders office supplies and manages supply inventory.
• Event Planning and Coordination -
  • Plan, coordinate, and execute meetings, conferences, workshops, trainings, and special events from conception through completion.
  • Coordinate venue reservations, room setup, catering, audiovisual equipment, and technology needs.
  • Manage event registration, attendee communications, and RSVP tracking through Stova.
  • Serve as a primary point of contact for speakers, presenters, vendors, sponsors, community partners, donors, students, staff, faculty and event participants.
  • Coordinate travel arrangements, lodging, and itineraries for guest speakers and visitors, as needed.
  • Prepare event materials, agendas, name badges, signage, and participant packets.
  • Oversee event logistics on-site, troubleshoot issues, and ensure a positive attendee experience.
• Marketing/Communications-
  • Design and produce marketing and communication materials including print and digital fliers, brochures, posters, invitations, newsletters, and signage using Canva.
  • Create branded event collateral that aligns with University standards and brand guidelines.
  • Design annual reports, impact reports, presentations, infographics, and other visually engaging publications.
  • Prepare social media content for the Chief of Public Service's LinkedIn page.
  • Update content on multiple Public Service Team websites.
• Student Staff Supervision-
  • Hire, onboard, train, and supervise student employees in accordance with university policies and department procedures.
  • Develop work schedules, approve time and monitor attendance to ensure adequate departmental coverage.
  • Train student employees on office procedures, customer service expectations, technology systems, and administrative processes.
  • Evaluate student employee performance and conduct regular check-ins to assess progress and identify development opportunities.
  • Recognize and encourage student employee contributions while promoting professional growth, career readiness, and academic success.

Desired Qualifications:

• Knowledge of systems like Google Docs, Microsoft Office, Canva, Outlook, Slack, Workday, Dropbox, Zoom, Service Now, Concur, Stova, Constant Contact, Asana, and Microsoft Teams.
• Knowledge of project management softwares like Monday.com and Airtable.
• Skill in a wide variety of administrative functions including calendaring, scheduling, and writing reports.
• Experience supervising student staff.
• Skill in dealing with confidential and sensitive information.
• Skill in tact and diplomacy and in maintaining effective working relationships.
• Skill in communication.
• Abilit