Administrative Assistant

98614BR

Campus: West Valley

Administrative Asst

Job Description

The Gary K. Herberger Young Scholars Academy is seeking an Administrative Assistant to serve as the front desk receptionist and attendance monitor for the middle and high school.  This position will execute a variety of office administrative and/or secretarial support activities, such as composing replies to correspondence on own initiative, interpreting and explaining established policies and procedures in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by supervisor, and investigating, evaluating and resolving issues within scope of position.  This position will also maintain official records and digital files in the student information system, and handle non-routine situations by determining the approach or action to take, while following relevant guidelines, procedures, policies and practices. 

This is an in-person position, located at ASU’s West Valley campus. No remote option is available.

The Gary K. Herberger Young Scholars Academy is a learning environment designed for highly gifted students in grades 7-12 located on the Arizona State University West Valley campus.  Funded by an endowment from the Herberger Family and supported by ASU, the Gary K. Herberger Young Scholars Academy was founded to address the needs of academically and intellectually gifted students in the Phoenix area. The Herberger Academy accepts qualified students who have completed the 6th-grade curriculum and are 11 years of age by the student start date. Designed for gifted students who thrive in a highly engaging learning environment, the academy personalizes students’ education by merging individual academic talents and interests with advanced college preparatory coursework and mentorship opportunities. Students at the academy experience a broad-minded, paradigm-shifting education. Herberger Academy scholars engage with dedicated instructors in a small and caring community, with the resources available at a major research university. Upon enrolling in the academy, students first become immersed in an integrated middle school-level curriculum at an accelerated pace. They then complete high school credits while exploring and pursuing their intellectual interests through Cambridge coursework and connections made accessible at Arizona State University.

Job Family

Clerical & Admin Support

Department Name

Herberger Young Scholars Acad

Full-Time/Part-Time

Full-Time

VP Code

PROVOST/WEST CAMPUS

Grant Funded Position

This is a grant funded position. Continuation is contingent on future grant funding.

Salary Range

$20.20 - $21.15 per hour; DOE

Close Date

12-February-2024

Essential Duties

• Provides office operations support such as receiving and screening telephone calls and visitors, scheduling meetings, maintaining recordkeeping systems, opening and reviewing incoming mail, and responding to inquiries.
• Maintains and updates databases and spreadsheets; conducts database queries using EMS/LMS/SIS, or other software programs; prepares special and recurring reports containing specialized or sensitive information following supervisor's general direction.
• Processes applications and inquiry forms. Assists students with admissions process questions through phone calls and/or walk-ins.
• Maintains student cumulative folders and ensures all audit requirements are met.
• Assists with policies and procedures relating to the management of student information.
• Practices confidentiality
• Organized, self- starter who prioritizes work and is dependable.

Minimum Qualifications

Four (4) years secretarial/administrative experience; OR, Certificate in Secretarial Science AND three (3) years of secretarial/administrative experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Evidence of three (3) years K-12 administrative experience.
• Demonstrated knowledge of standard office policies and procedures.
• Experience in developing and maintaining effective working relationships.
• Experience in English composition, grammar, spelling and punctuation.
• Experience in typing/word processing and use of personal computer/software.
• Ability to present a valid fingerprint clearance card upon hire.

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 verbally, read, write, see and hear to perform essential functions.

Department Statement

ASU’s Mary Lou Fulton Teachers College creates knowledge, mobilizes people, and takes action to improve education. Nationally recognized as a leader in teacher preparation, leadership development and scholarly research, Mary Lou Fulton Teachers College prepares over 8,000 educators annually.  MLFTC faculty create knowledge by drawing from a wide range of academic disciplines to gain insight into important questions about the process of learning, the practice of teaching and the effects of education policy.  MLFTC mobilizes people through bachelor's, master's and doctoral degree programs, through non-degree professional development programs and through socially embedded, multilateral community engagement.  MLFTC takes action by bringing people and ideas together to increase the capabilities of individual educators and the performance of education systems.

Aligned with ASU’s charter , MLFTC is committed to inclusion and student success.  The college’s core value of Principled Innovation connects individual decision making with the social, cultural, emotional and educational needs of others while creating positive change for humanity.

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.