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Administrative Specialist

Arizona State University

Arizona State University

Tempe, AZ, USA
Posted on Saturday, June 29, 2024

Administrative Specialist

102460BR

Campus: Tempe

Administrative Specialist

Job Description

Performs varied administrative work unique to the work unit requiring initiative and independent judgment. Incumbents work independently under general direction. Monitors account expenditures, maintains official records, and implements administrative policies. Handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices. Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment.

What’s in it for you: Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes:

  • Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
  • Low-cost health, dental, vision, and life insurance benefits.
  • Retirement program designed to promote long-term savings and provide income upon retirement.
  • Paid time for volunteer and professional development.
  • 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period.
  • Wellness program for preventative health education and screenings.
  • Disability and leave program for income protection.
  • Employee assistance for free and confidential behavioral health services.
  • ASU Discounts to sports/events along with discounts with ASU partnerships.
  • Flexible work arrangements are available in an alternative or hybrid schedule but will be based on the work and the needs of the university and department operations and pending leadership approval.
Currently hiring for the following shift: Monday – Friday 8:00am - 5:00pm

Job Family

Clerical & Admin Support

Department Name

ASU Health Services

Full-Time/Part-Time

Full-Time

VP Code

EDUC OUTRCH & STDT SVCS

Scope of Search

Open

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$43,681 - $56,000 per year DOE

Close Date

12-July-2024

Category

02

Essential Duties

  • Provides administrative support to Executive Team and Administration Committees in areas such as maintaining calendars, scheduling appointments and maintaining record-keeping systems; develops and maintains training database and/or spreadsheets; prepares special and recurring reports containing specialized or sensitive information.
  • Provides office operations support such as preparing and composing confidential correspondence, committee meeting minutes, media request management, and satisfaction surveys.
  • Supports the University HIPPA Privacy Officer, coordinate the departments Accreditation, and maintain Health and Counseling licensing for all sites.
  • Responds to inquiries by providing information requiring comprehensive knowledge of university policies and procedures; interprets administrative decisions and policies to other staff.
  • Prioritizes and arranges meetings, conferences, and appointments for supervisor and professional staff.
  • Serves as liaison and coordination for orientation sessions, fall welcome week, medical clinics and general marketing for Counseling and Health Services.
  • Provides administrative support to Executive Team and Administration Committees in areas such as maintaining calendars, scheduling appointments and maintaining record-keeping systems; develops and maintains training database and/or spreadsheets; prepares special and recurring reports containing specialized or sensitive information.
  • Provides office operations support such as preparing and composing confidential correspondence, committee meeting minutes, media request management, and satisfaction surveys.
  • Supports the University HIPPA Privacy Officer, coordinate the departments Accreditation, and maintain Health and Counseling licensing for all sites.
  • Responds to inquiries by providing information requiring comprehensive knowledge of university policies and procedures; interprets administrative decisions and policies to other staff.
  • Prioritizes and arranges meetings, conferences, and appointments for supervisor and professional staff.
  • Serves as liaison and coordination for orientation sessions, fall welcome week, medical clinics and general marketing for Counseling and Health Services.
  • Responsible for taking a leadership role in cultivating, creating and ensuring student participation in ASU Spirit, Pride and Tradition while instilling institutional affiliation and college pride.
  • Performs other administrative duties as assigned.

Minimum Qualifications

Bachelor's degree and five (5) years of executive-level administrative support experience; OR, Nine (9) years of executive-level administrative support experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

  • Experience working in higher education environment.
  • Project Manager Experience
  • Demonstrated knowledge of office and administrative practices and principles
  • Demonstrated knowledge of University and area/department applications and databases.
  • Demonstrated knowledge of the principles of exemplary customer service demonstrated through actively listening, acknowledging, and responding to every inquiry; taking ownership and resolving each concern or problem as appropriate; exhibiting professionalism and expertise in every interaction and engaging in professional development to meet expectations for service excellence.
  • Evidence of effective communication.
  • Experience in problem solving and decision making.
  • Experience in stimulating changes in individual, institutional, and corporate behaviors to create a more sustainable environment.
  • Experience in leading by example in communicating, participating and encouraging support of the institution’s sustainability programs.
  • Experience in Microsoft Office (Excel; Outlook; Word; PowerPoint).

Working Environment

  • 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.
  • Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
  • Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts. Ability to clearly communicate to perform essential functions

Department Statement

The mission of the ASU Health Services is to provide high-quality health care that is accessible, affordable and compassionate in order to ensure the well-being and educational success of students at Arizona State University. Through our internal and external academic partners, the ASU Health Services faculty and staff are an integral part of the New American University. ASU Health Services is a member of the Mayo Clinic Care Network. ASU Health Services is fully accredited by the Accreditation Association for Ambulatory Health Care. ASU Health Services facilities are beautiful, modern, efficient, and utilize an electronic health record (Point & Click). ASU Health Services works with our other wellness departments to create a healthy campus model and our physicians and nurse practitioners play a key role working with student leaders. We are a coordinated group, practicing medicine with staff board certified physicians (with specialties in family medicine, internal medicine, emergency medicine, sports medicine, rheumatology, and adolescent medicine) and board-certified nurse practitioners.

To learn more about Health Services, please visit our website at http://students.asu.edu/health.

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 intellectual and cultural diversity, 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

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, 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 PD 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

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.