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Administrative Specialist

Arizona State University

Arizona State University

Phoenix, AZ, USA
Posted 6+ months ago

Administrative Specialist

102858BR

Campus: Downtown Phoenix

Administrative Specialist

Job Description

Provides administrative support to CHS leadership in areas such as maintaining calendars, scheduling appointments and maintaining record-keeping systems; develops and maintains databases and/or spreadsheets; prepares special and recurring reports containing specialized or sensitive information.

Manage front office operations for the Dean's Office. This individual will be responsible for the organization and coordination of office systems (work flow, delegation of responsibilities and tasks), developing and implementing procedures, and arranging resources to facilitate organizational effectiveness and efficiency.

This role will supervise student workers and is responsible for ensuring a highly professional, welcoming and friendly atmosphere, and serves as the main resource for support, coordination, and liaison functions for the Dean's Office reception desk. They will be responsible for the support and success of student workers, managing their experience during their tenure with the college which will include but not be limited to onboarding, mentoring, training, and providing growth opportunities.

This position will be committed to fostering an environment that supports and values customer satisfaction, ensuring every guest and employee feels welcome and valued while ensuring office operations and procedures are efficient and continuously improving, and that goals are met. The successful candidate will also provide administrative support for CHS leadership team members as designated.

The College of Health Solutions is committed to creating a positive culture of inclusion, wellness, and employee engagement. We exemplify this through our Staff Success Hub, whose Council membership is open to all CHS staff. The Council gives staff a voice in decision-making at the college level and reflects the college leadership’s commitment to attracting, developing, and retaining the best in a safe and inclusive environment.

Job Family

Clerical & Admin Support

Department Name

College of Health Solutions

Full-Time/Part-Time

Full-Time

VP Code

VP/EXEC VICE PROV DPC

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 - $60,249 per year; DOE

Close Date

01-August-2024

Category

02

Essential Duties

  • Manages front office operations for the Dean's Office, overseeing reception desk which includes supervision of student worker employees.
  • Responsible for ensuring excellent customer service for Dean's Office by determining priorities and managing day-to-day operations, providing outstanding front facing service.
  • Serves as liaison for guest/visitor relations and inquiries, by researching requests and monitoring customer-related experiences, fields complaints and addresses concerns.
  • Identifies opportunities for process and office management improvements, develops and implements new systems; defines front office objectives.
  • Assigns tasks and ensures all staff positions are covered for the duration of shifts, assigning back-ups immediately when needs arise.
  • Represents the Dean's Office in a highly professional and energetic manner, building a welcoming culture.
  • Supervises activities of subordinates (multiple student workers).
  • Engage CHS student workers in the Work+ program to provide mentorship and support them in utilizing their work experience to articulate their stories and achieve their goals.
  • Respond to the strategic needs of the College by providing support to College initiatives as needed.
  • Provide administrative support to CHS administrative team leaders as assigned.
  • Plans, schedules, allocates, and prioritizes workload to meet operating requirements.
  • Develops, implements and revises work methods and procedures.
  • Establishes, monitors and ensures adherence to quality and quantity standards.
  • Recommends departmental policy development and revision to supervisor; updates related departmental manuals.
  • Recommends organizational adjustments to efficiently and effectively accomplish assigned objectives.
  • Initiates or coordinates the preparation of reports and maintenance of records pertaining to the operation of the work unit.
  • Assists subordinates with more specialized and difficult work activities. Initiates and coordinates projects with other departments and interacts with other department personnel to accomplish objectives.
  • Oversee the purchasing, inventory, and financial tracking of office supply orders.
  • Oversee all front-desk operations including mail distribution, purchasing, Staff Success requests, and event-related requests.
  • Ensures reliability and accuracy of departmental computer databases and/or paper files.
  • Recruits and sets objectives, ensuring employees have clear expectations for performance for development of competencies for possible future advancement opportunities.
  • May assist facilities with office layout planning and office moves, emergency preparedness for offices and with managing and maintaining IT infrastructure.
  • May assist in planning college events, meetings, luncheons, and employee team building activities or special projects as needed.
  • Assists with other projects, reports, and 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

  • Exceptional interpersonal skills, friendly, courteous and approachable demeanor, proactively engages in a spirit of service.
  • Experience in working effectively and professionally with all levels of management and employees.
  • Communicates goals; motivates and guides team members towards goal accomplishment and to understand and provide clear explanation of job requirements and performance expectations.
  • Strong relationship management skills to build and maintain relationships with managers, colleagues and employees throughout the University.
  • Inspires collaboration and leads by doing. Skilled at encouraging collaboration in teams.
  • Communicates effectively both verbally and in writing to provide clear direction to staff; exceptional written and verbal communication skills and an exceptional attention to detail.
  • Strong problem-solving skills and analytical abilities.
  • Works independently with minimal supervision, in ambiguous situations, and perseveres over internal and external barriers to drive resolutions.
  • Experience in managing multiple high priority projects, requiring considerable coordination and follow-through.
  • Proficient with Microsoft Office and Google products.
  • Experience in University office settings with prior understanding of the operations of college areas and programs.

Working Environment

  • Use basic math.
  • Supervise staff.
  • Activities are performed in an environmentally controlled office setting.
  • Ability to clearly communicate verbally, read, write, see and hear.
  • Required to stand for varying lengths of time and walk moderate distances to perform work.
  • Use office equipment, i.e. printers, copiers, fax machines, telephones, calculator.
  • Regular activities require ability to quickly change priorities, may include/subject to resolution of conflicts.
  • Use of software/computer equipment for extended periods of time.
  • Ability to lift and transport up to 25 pounds. Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
  • Use critical thinking to make decisions and/or analyze and report data/results of tests conducted.

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options:
This position is eligible for Hybrid work. This is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location

Department Statement

The College of Health Solutions (CHS) is dedicated to translating scientific advances into practical interventions to improve health outcomes through education, research and service. We equip students with the knowledge and skills to influence healthier lifestyle choices; develop creative interventions to improve the health of people and populations; analyze and translate large amounts of health data into solutions; and maximize the technology, science, business and application of diagnostics. CHS research programs encompass basic, discovery science, clinical trials, intervention science and measurement of health outcomes. CHS takes an interdisciplinary approach to address the complex systems that underpin health problems. The college is highly collaborative, transparent and team-oriented with an organizational structure that includes translational teams, affinity networks and academic programs to improve the health of people and communities.

The current training programs include behavioral health, biomedical diagnostics, biomedical informatics, exercise science, health promotion, health sciences, kinesiology, medical studies, nutrition, population health, science of health care delivery, and speech and hearing science. Our programs are offered at ASU’s Downtown Phoenix, Tempe, Polytechnic, West and Lake Havasu campuses, as well as on Mayo Clinic’s campus in north Phoenix.

For more information about ASU and the College of Health Solutions, visit https://www.asu.edu/about/ and https://chs.asu.edu/

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.

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.