Senior Administrative Specialist — Calendar & Records

Arizona State University; Phoenix (AZ); On-site; USD 55,000 - 60,000; Full time

Job summary

Arizona State University is seeking an Administrative Specialist to provide comprehensive administrative and operational support to the Vice Dean. The role includes calendar and meeting coordination, travel, expense reimbursements, and handling confidential records with discretion in a fast-paced academic environment.

Responsibilities encompass event coordination, materials preparation, stakeholder communication, data collection, and support for faculty recruitment and onboarding.

Qualifications

• Bachelor's degree or equivalent combination of experience.
• Experience supporting senior leadership and confidential matters.
• Experience with calendaring, scheduling, and presenting materials.

Responsibilities

• Manage the Vice Dean's calendar, meetings, travel, and expenses.
• Prepare correspondence, reports, and meeting materials.
• Serve as primary contact for internal and external stakeholders.
• Monitor communications and deadlines; track projects and workflows.
• Support data collection, reporting, and record management.
• Coordinate leadership meetings and special events.
• Assist with faculty recruitment, onboarding, and campus visits.
• Draft communications and manage inquiries; maintain relationships.

Skills

Calendar management

Travel coordination

Communication

Confidentiality

Data management

Event coordination

Education

Bachelor's degree

Tools

Google Workspace

Microsoft Office

Job description

Arizona State University is seeking an Administrative Specialist to provide comprehensive administrative and operational support to the Vice Dean. The role includes calendar and meeting coordination, travel, expense reimbursements, and handling confidential records with discretion in a fast-paced academic environment.

Responsibilities encompass event coordination, materials preparation, stakeholder communication, data collection, and support for faculty recruitment and onboarding.