Administrative Associate

Job Profile:

Administrative Support Assistant 2 Non-Exempt

Job Family:

Administrative Support

Time Type:

Full time

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

Minimum Qualifications:

High School Diploma and two-years (2) 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 Description:

The W. P. Carey School of Business, Graduate Programs Office is currently seeking an organized, detailed, and service-oriented individual who is self-motivated and understands how to perform administrative functions within a highly productive, service-oriented environment. This individual will be in contact with staff, faculty, and administrators to accomplish a variety of administrative work. This ideal candidate must be able to work independently, maintain confidentiality, and utilize sound judgment, while possessing keen attention to detail and exceptional communication skills.

Salary: $22.00-$24.00 to commensurate with experience.

Essential Duties:

• Answers phones, greets visitors, and directs questions to appropriate offices for resolution

• Responsible for opening and closing the office, supports process to approve building access, coordinates building and equipment maintenance requests, parking validations.

• Orders and inventories supplies, SWAG, and equipment in accordance with department guidelines.

• Maintains a Purchasing Card to initiate purchases and follow up with thorough reconciliation and verification.

• Receives and sends shipments and deliveries utilizing FedEx, UPS, and interoffice mail.

• Executes a variety of office administrative and business operations support activities on behalf of the leadership of the Graduate Programs Office such as composing correspondence on own initiative, interpreting and explaining established university and unit policies and procedures in response to inquiries from a variety of sources, and summarizing reports and information to facilitate review by the administrative staff

• Provides administrative support to Graduate Programs leadership in areas such as maintaining calendars, scheduling appointments, maintaining record-keeping systems, developing and maintaining databases, and/or spreadsheets.

• Arranges necessary travel reservations and itineraries; anticipates and prepares support materials needed

• Maintains and updates databases and spreadsheets; pulls reports using PeopleSoft and/or other systems; prepares special and recurring reports containing specialized or sensitive information

• Produces meeting agendas, coordinates location and invitations, produces and distributes minutes for assigned events and meetings.

• Provides support for staff onboarding (i.e. preparing workspace, ordering business cards, name badges) and assisting with new employee resources. This includes assisting with and maintains records of office coordination including moves, signage, phones, and keys

• Provides administrative support to general operations. This includes, but is not limited to, projects like grade entry, locker assignments, grading completion reports, purchases, disbursement forms.

• Manages incoming email to department

• Performs other administrative duties as assigned.

Desired Qualifications:

• Experience working in a higher education/university environment

• Experience in establishing, developing, and maintaining strong working relationships within a large office environment

• Experience working with productivity software (i.e. Microsoft Office, Dropbox, Google Drive, Slack)

• Demonstrated use of effective verbal and written communication skills

• Strong organizational skills and ability to manage multiple projects

• Experience in assisting leadership with administrative tasks such as managing calendars, travel arrangements, scheduling and communication.

Working Environment:

• Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting, standing, walking.

• Visual acuity and manual dexterity associated with daily use of desktop computer; bending, stooping, reaching, lifting and pushing objects of varying weights up to 25pounds.

• May include exposure to external environment/climate conditions including walking on uneven surfaces, climbing and high temperatures.

Department Statement:

The W. P. Carey School of Business at Arizona State University is the largest and one of the top-ranked public business schools in the United States with more than 25,000 students. The school is internationally regarded for its programs and the research productivity of its distinguished faculty members. Students come from more than 120 countries, and W. P. Carey is represented by over 130,000 alumni worldwide.

W. P. Carey prides itself on being a place Where Business is Personal.® We value personalization, access, and excellence in business education and believe business is about people. Our motto reflects a commitment to mutual respect, building community, and positively impacting lives. We’re proud of that commitment, and look forward to it shaping your experience at W. P. Carey. Learn more at wpcarey.asu.edu.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

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.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$26763.htmld

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.

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.