Office Specialist

102997BR

Campus: Tempe

Office Specialist

Job Description

The School of Arts, Media, and Engineering is looking for an Office Specialist to join our team. Reporting to the Business Operations Manager Sr., this role is essential in ensuring the smooth operations of our school, providing support in various administrative tasks. This role will be the welcoming face of our front office, assisting students, faculty, and staff with their needs.

Job Family

Clerical & Admin Support

Department Name

School of Arts Media & Engr

Full-Time/Part-Time

Full-Time

VP Code

EXEC VP/PROVOST

Scope of Search

Open

Grant Funded Position

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

Salary Range

$20.00 - $23.00 per hour; DOE

Close Date

07-August-2024

Category

01

Essential Duties

• Assist in Day-to-Day Operations: Support the school’s daily functions by processing purchase and reimbursement requests efficiently.
• Front Office Support: Greet visitors, answer phones, and manage inquiries, ensuring a welcoming and helpful environment.
• Conference Room Management: Book and coordinate conference room schedules to accommodate various school activities and meetings.
• Event Support: Administrative support for various events including recruitment events, community events, and college events
• Administrative Coordination: Maintain records, compile information, and draft correspondence to support the school's operations.
• Support for Faculty and Staff: Serve as a primary point of contact to help resolve administrative issues and provide guidance on school procedures.
• Special Reports and Studies: Compile and analyze data for special reports, ensuring accurate and detailed information is provided.
• Policy and Procedure Updates: Recommend and implement changes to improve office procedures, keeping staff informed of any updates.
• Problem-Solving: Investigate and resolve any administrative problems or errors, ensuring smooth operations.

Minimum Qualifications

Three (3) years of office/clerical experience, which includes one (1) year in a directly related function; OR,Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience in higher education environment
• Experience with Microsoft Suite
• Customer service skills
• Eidence of effective communication skills
• Demonstrated knowledge of policies, practices, procedures and terminology of assigned function.
• Demonstrated knowledge of leadership practices and coordinating activities of others.
• Experience in the operation of a variety of office machines.
• Experience in recording and compiling material for reports.

Working Environment

• A dynamic and collaborative office environment within the School of Arts, Media, and Engineering.
• Frequent interaction with students, faculty, and staff, providing a vibrant and engaging work atmosphere.
• Use of office equipment including computers, telephones, and copiers.
• May require lifting and carrying materials weighing up to 25 pounds

Department Statement

The Herberger Institute comprises the School of Art; School of Arts, Media and Engineering; The Sidney Poitier New American Film School; School of Music, Dance and Theatre; The Design School; and the ASU Art Museum. With 130 degree and certificate options, and programs ranked top 20 in art, design, music, theatre, digital culture, film, dance and more, plus a top university art museum, a leading immersive media facility, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design.

Our mission is to position designers, artists, scholars and educators at the center of public life and prepare them to use their creative capacities to advance culture, build community and imaginatively address today’s most pressing challenges.

The vision of the Herberger Institute is to advance the New American University by embedding designers, artists and arts-based inquiry at its core and throughout the communities it serves locally, nationally and internationally. With 7,000+ students, more than 700 faculty members, and 130 program options, the Herberger Institute is committed to redefining the 21st-century design and arts school.

As part of Arizona State University, the most innovative university in the nation, the Herberger Institute seeks to drive and scale new ways for arts and design to have impact in our world. We invite you to join our work.

Values:

• Creativity as a core 21st-century competency
• Design and the arts as critical resources for transforming our society
• Innovation, enterprise and entrepreneurship
• Interdisciplinary and transdisciplinary collaboration and research
• Social embeddedness
• Projecting all voices
• Excellence

https://herbergerinstitute.asu.edu/

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• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

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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.