Administrative Specialist

Job Profile:

Administrative Operations Specialist 3

Job Family:

Administrative Operations

Time Type:

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Supports and instructs those served by the department with complex queries, applies specialized knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

Position Salary Range: $55,000 - $60,000 anually

Job Description:

The Administrative Specialist provides comprehensive administrative and operational support to the Vice Dean. Responsibilities include coordinating calendars and meetings, supporting faculty affairs and personnel processes, managing financial transactions, organizing events, maintaining confidential records, and serving as a key resource for faculty, staff, students, and university stakeholders. The position requires strong organizational skills, attention to detail, discretion and a solid ethical compass, and the ability to manage multiple priorities in a fast-paced academic environment.

Essential Duties:

• Under general supervision, performs complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of a high-level executive of the University.

Executive and Administrative Support

• Manage the Vice Dean's complex calendar, including scheduling meetings, appointments, and events.
• Coordinate travel arrangements, itineraries, and expense reimbursements.
• Prepare and manage correspondence, reports, presentations, and meeting materials.
• Serve as the primary point of contact for internal and external stakeholders.
• Monitor and prioritize incoming communications and requests.
• Manage correspondence
• Track deadlines, projects, and administrative workflows.
• Assist with data collection, reporting, and record management.

Meeting and Event Coordination

• Organize leadership meetings, faculty meetings, advisory board meetings, and special events.
• Prepare agendas, briefing materials, and meeting minutes.
• Coordinate logistics, catering, room reservations, and technology needs.
• Track follow-up items and ensure timely completion of action items.

Faculty and Personnel Support

• Assist with faculty recruitment and search activities.
• Coordinate candidate interview schedules and campus visits.
• Support Vice Dean with academic integrity committee
• Provide support for the doctoral program.
• Support onboarding activities for new faculty and staff.
• Maintain confidential personnel records and documentation.

Communication and Customer Service

• Serve as a primary point of contact for the Vice Dean's office.
• Draft routine communications and announcements.
• Respond to requests for information and direct inquiries appropriately.
• Build and maintain positive relationships with faculty, staff, students, and university partners.
• Support internal communication efforts and special initiatives.

Records, Compliance, and Confidentiality

• Handle sensitive personnel, financial, and organizational information with discretion.
• Ensure records comply with university policies and retention requirements.
• Assist with audits, compliance reviews, and accreditation-related documentation.
• Prepare and organize materials for administrative and personnel processes.
  

Other duties as assigned.

Desired Qualifications:

• Experience working in a position with high expectations of organization, multiple project management, accuracy and attention to detail.
• Experience anticipating and troubleshooting problems before they develop.
• Demonstrated knowledge of university policies and procedures.
• Experience in a wide variety of administrative functions including calendaring, scheduling, word processing, spreadsheet management and drafting of presentation materials in both Google and Microsoft programs.
• Experience dealing with confidential and sensitive information.
• Experienced using tact and diplomacy in maintaining effective working relationships.
• Evidence of effective communication skills
• Experience interacting with students in a school/university environment
  

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse.
• Use standard office equipment including, but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, calculator, copier, telephone and associated computer/technology peripherals

Department Statement:

The Walter Cronkite School of Journalism and Mass Communication at Arizona State University is widely recognized as one of the nation's premier professional journalism programs. The school, which was named in Cronkite's honor in 1984, prepares the next generation of journalists in both the time-honored fundamentals embraced by Cronkite and the multimedia skills necessary to thrive as journalists in the digital age. Housed in a $71 million state-of-the-art media complex in downtown Phoenix, the school has been featured in The New York Times and The Times of London as a leader in 21st-century journalism education. It is the home of Arizona PBS, the Carnegie Knight News 21 initiative and the Donald W. Reynolds National Center for Business Journalism. The Cronkite School offers a number of professional programs, as well as a nightly television news broadcast, digital news bureaus in Washington and Phoenix, sports bureaus in Los Angeles and Phoenix, a strategic public relations agency, an entrepreneurial digital innovation lab, digital production bureau, business bureau, and newsgathering and civic journalism bureau.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Downtown Phoenix

Funding:

No Federal Funding

 

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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 inclusive excellence, 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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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 Police Department 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.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

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.