ADMINISTRATIVE SPECIALIST at Arizona State University

Administrative Specialist

Arizona State University

UBS Applications & Planning

Campus: Tempe

105613BR

Job Description

Reporting to Sr. Program Manager Training and Employee Engagement, this role works collaboratively and fluidly within University Business Services' People and Talent to support human resource-based initiatives. Under general supervision, this role will perform administrative duties of responsible, sensitive and confidential nature requiring considerable independence of action in support of high-level process and transactions within the People and Talent function.

Salary Range

$27.69 - 30.77 per hour; DOE

Close Date

08-November-2024

Essential Duties

Assist in recruitment and talent management initiatives including job description revision, new hire onboarding and scheduling events sponsored by People and Talent. This role will maintain files; complete requests, records, submits and tracks all purchase requests as needed.

 Administrative duties

• Access analytics to formulate reports.
• Collaborate with the organization to assign technical assets to staff.
• Collect employee hybrid/remote status and technology agreement forms.
• Coordinate and schedule department travel.
• Create and maintain employee files.
• Distribute and report employee recognition-based activity.
• Independently composes correspondence on a variety of subjects requiring judgment and knowledge of issues involved.
• Manage inventory, collection and ordering of staff collateral.
• Maintain, update and track employee recruitment status within BrassRing PeopleSoft and Workday systems.
• Order performance-based assessments.
• Participate in Employee Engagement Committee events.
• Performs recordkeeping tasks related to staffing changes, which may include resignation, promotion, transfer or termination.
• Remain accommodating and flexible when priorities are shifted; comfort with ambiguity.
• Report bi-annual performance management completion(s).
• Research current literature and collect content for employee-based programs.
• Secure room locations, event invitations and catering for events.
• Support job fair and promotional events.
• Support space planning and space assignment for staff.
• Track onboarding plans and assist with completion efforts.
• Update distribution lists for staff and supervisors.
• Update spreadsheets and rosters regarding time to hire and staff recruitment.
• Works closely with other university offices and administrators in coordinating university events.
• Performs other duties as assigned

Knowledge of University policies and procedures.

• Excellent interpersonal and customer service skills; ability to communicate effectively in written and verbal communication.
• Excellent organizational skills and attention to detail; ability to meet deadlines.
• Skill in a wide variety of administrative and human resource related functions including: calendaring, scheduling, excel and word processing applications.
• Skill in dealing with a wide range of topics, including confidential and sensitive information. 
• Skill in tact and diplomacy and in maintaining effective working relationships.
• Strong problem-solving skills with a proactive approach to identifying and addressing issues.
• Working understanding of human resource principles, practices and procedures.

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

• Advanced Excel application skills (i.e. dashboard and formula capabilities).
• Experience in working autonomously and with great attention to detail. 
• Experience in building efficiencies and streamline operations.
• Experience and comfort working with a variety of HCM employee management systems (i.e.: Peoplesoft or Workday).
• Experience working in a confidential setting.
• Interest in working in an HR setting.

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.
• This position receives regular review of objectives by department administrator.

Department Statement

• University Business Services (UBS) supports the New American University's vision of excellence, access, and impact by providing business services and solutions to the university. UBS is comprised of departments including Auxiliary Business Services, Environmental Health and Safety, Parking and Transit Services, Physical Security Initiatives and Emergency Management, Risk Management Services, Supply Chain Management, and Sustainability Practices.
• At ASU, we care about our employees. We offer a total rewards package that includes:
• AZ state school tuition reduction for employees and their dependents and spouse; available on day one of employment.
• Competitive wages.
• Employee assistance for confidential and free behavioral health services. Generous accrual of paid sick and vacation time.
• Low cost dental, health, life and vision Insurance benefits.
• Paid adoption and fertility subsidies.
• Paid time for professional development and volunteering.
• Retirement programs with employer match.
• Wide variety of employee discounts through ASU partnerships.

More Info can be found here: ( https://cfo.asu.edu/benefits ).

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 .

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.

Applicant must be eligible to work in the United States; ASU will not be a sponsor for this position.

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.

To view full description or to apply please click this link: https://sjobs.brassring.com/TGnewUI/Search/Home/Home?partnerid=25620&siteid=5494#jobDetails=5021555_5494