Administrative Specialist for Public Service

Arizona-State-University; Phoenix (AZ); On-site; USD 55,000 - 58,000; Full time

Job summary

Arizona State University is seeking an Administrative Operations Specialist 2 to support Watts College. The role handles calendars, meetings, emails, and reports, while coordinating purchases, reimbursements, and contracts.

You will also plan events and supervise student staff, contributing to efficient office operations and service excellence. The position requires a Bachelor's degree and 3 years of related experience or an equivalent combination.

Qualifications

• Bachelor's degree and 3 years of experience or equivalent combination of education and experience.
• Experience with administrative support, calendars and scheduling.
• Experience supervising student staff is a plus.
• Strong written and verbal communication skills.

Responsibilities

• Provide comprehensive administrative support for operations, including calendars, meetings, emails, phones, and day-to-day duties.
• Manage complex leadership calendars, arrange in-person, hybrid, and virtual meetings.
• Prepare and maintain reports, presentations, databases, and documents.
• Develop and maintain administrative processes to improve efficiency and workflows.
• Coordinate purchases, invoices, and reimbursements following university guidelines.
• Plan and coordinate events from concept to completion, including registrations and logistics.

Skills

Administrative experience

Calendaring & scheduling

Email & correspondence handling

Report preparation

Team support & collaboration

Education

Bachelor's degree

Tools

Google Docs

Microsoft Office

Canva

Outlook

Slack

Workday

Zoom

ServiceNow

Concur

Stova

Constant Contact

Asana

Microsoft Teams

Monday.com

Airtable

Job description

Job Profile

Job Profile: Administrative Operations Specialist 2 Job Family: Administrative Operations Time Type: Full time Apply before 11:59 PM Arizona time the day before the posted End Date.

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. Ability to work as part of a team and individually with limited supervision.

Working Environment

Activities are generally performed in an environmentally controlled office and/or lab setting. May frequently be required to stand for varying lengths of time and walk moderate distances to perform work. There will be occasional bending, reaching, lifting, pushing and pulling up to 25 pounds.

Department Statement

The Watts College of Public Service and Community Solutions embraces students and faculty dedicated to rigorous education and research in the service of social and economic change. Areas of expertise include: improving the quality of life for individuals and families from all backgrounds; innovative approaches to public management; and nonprofit leadership and organizational effectiveness. We partner with those intent on addressing critical social issues and are confident that Phoenix and the State of Arizona can be exemplars for the future.

Driving Requirement

Driving is not required for this position.

Location

Campus: Downtown Phoenix

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

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Benefits

ASU’s comprehensive benefits package is a key part of your total compensation.

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.