Administrative Specialist

101112BR

Campus: West Valley

Administrative Specialist

Job Description

The New College of Interdisciplinary Arts and Sciences at ASU’s West Valley campus is seeking a motivated individual to join our Student Services team. The Administrative Specialist performs a variety of office support duties such as scheduling appointments via phone, email, and in-person interactions; monitoring advisor calendars; triaging student and public inquiries; and coordinating overall office/reception functions in a high-volume environment. This position serves multiple colleges through the West Valley Campus Student Services Center by maintaining professionalism and providing excellent service to students and our community at all times. This position requires you to occupy the front desk of the Student Services Center. Consistent attendance, arriving on time for office hours 8AM-5PM,Monday-Friday are critical to the position and non-negotiable.

Job Family

Clerical & Admin Support

Department Name

New College Advising

Full-Time/Part-Time

Full-Time

VP Code

PROVOST/WEST CAMPUS

Grant Funded Position

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

Salary Range

$43,681 - $46,500 per year, DOE

Essential Duties

• Serves as the primary receptionist for the Student Services Center by answering all frontline in-person, phone, voicemail, and email inquiries in a timely and professional manner.
• Schedules student and prospective student appointments for multiple colleges. Manages advisor, student worker, and other support staff calendars for multiple colleges, monitoring and adjusting appointments as necessary to maintain service standards.
• Remains knowledgeable about ASU and its West campus in order to triage frontline questions and concerns from students, internal and external ASU partners, and the community, reporting any escalated situations to the supervisor.
• In compliance with FERPA guidelines, maintains accurate and detailed records.
• Works collaboratively and collegially with academic units and services throughout the university to facilitate comprehensive student support.
• Compiles special reports or studies where analysis of complicated or technical data is required, extracting information and performing specialized calculations as necessary.
• Performs other 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 in a higher-education environment with demonstrated experience in student service strategies.
• Experience with Microsoft Office Suite, PeopleSoft, and current CRM systems in higher education.
• Demonstrated knowledge of ASU’s academic structure, programs, colleges, departments, and organization.
• Minimum 1-year, full-time experience in a fast-paced, customer service environment with a high volume of inbound and outbound calls

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.
• Regular use of standard office equipment including ,but not limited to: computer workstation/laptop(keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.

Department Statement

Bringing together the best of both a small-college experience with its close personal relationships and a top-tier research university with its cutting-edge research  faculty ASU is New College of Interdisciplinary Arts and Sciences located at the beautiful West Valley campus is nationally unique. Working across old disciplinary boundaries, our faculty produce innovative research, not just report on it. We take our students with us on this fascinating journey, which provides extraordinary opportunities for growth and exciting ways to shape your future.

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.