Academic Personnel Specialist

Job Profile:

Administrative Support Specialist 3

Job Family:

Administrative Support

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 Description:

The Academic Personnel Specialist provides high-level support for academic personnel processes across ASU Health, the School of Technology for Public Health (STPH), and the John Shufeldt School of Medicine and Medical Engineering (Shufeldt School). This position oversees faculty and academic appointments, clinical partners, promotion and tenure, contingent workers, adjunct and affiliate processing, and related academic personnel actions to ensure accuracy, compliance, and alignment with university policies. Serving as a key resource to faculty, staff, and administrators, the specialist coordinates faculty recruitment, hiring, records management, approvals, prepares correspondence and offer letters, and manages confidential documentation with precision and professionalism. The role requires strong organizational skills, attention to detail, discretion in handling confidential personnel matters, the ability to navigate complex academic processes in a dynamic environment, and other duties as assigned.

Salary Range: $57,900 to $65,000; DOE

Essential Duties:

• Oversees processes and related policies, and coordinates dates and meetings and submitted items for academic personnel and adjunct, visiting scholar, and other affiliate appointments. Engages in related administrative duties

• Ensure established university staff and academic personnel policies and procedures are followed

• Consults with staff and administrators to coordinate, provide technical advice, and problem solve as it pertains to staff and academic personnel processes; ensures appropriate approvals are obtained 

• Reviews all faculty and staff personnel requests to ensure compliance with established standards/criteria prior to submittal

• Composes offer letters, forms, and other correspondence for signature to ensure timely and accurate completion and distribution of all applicable documents

• Participates in meetings and conferences pertinent to area of responsibility

• Coordinates personnel processes and maintains personnel files consistent with university policies and practices

• Uses relevant university software (e.g. APARS, Workday) to gather employee data and problem solve academic personnel actions

• Assists with any other special projects and duties as assigned by the relevant administrators

• Serves as a resource to other staff and faculty on academic and policy questions

• Acts as a point of contact on complex personnel issues, such as researching issues, gathering data, and providing details

• Assists unit with confidential and highly sensitive personnel matters and projects

• Assists with personnel data reports as assigned

• Acts as a contact for personnel processes and policies for unpaid affiliated academic positions (e.g. adjunct, visiting scholars, volunteer faculty and students, and internal faculty affiliations), outside consulting disclosures, out of state notifications, and other academic personnel processes and policies as assigned

• Oversees other academic personnel processes including promotion and tenure, faculty annual evaluations, recruiting, hiring and on-boarding, notice of appointments, part-time teaching appointments, resignations/retirements, supplemental payments, and other areas as needed

• Keeps abreast of priorities and status of project and follows up on pending matters to ensure accuracy on all documentation with attention to detail

• As part of the Academic Personnel team, this role manages academic personnel functions for a complex academic unit - ASU Health, including the John Shufeldt School of Medicine and Medical Engineering (Shufeldt School) and the School of Technology for Public Health (STPH). This includes academic personnel, clinical partners, faculty processes, internal controls, and close collaboration with unit and central teams to ensure smooth operations and adherence to university policy

• Ability to work independently and solve complex personnel questions or issues

• Use office equipment (e.g., printers, copiers, fax machines, etc.).

• Regular activities require the ability to quickly change priorities and may include resolution of conflicts.

• Use critical thinking to make decisions and/or analyze and report data/results of tests conducted.

• Use basic math.

• Deliver presentations.

• Other duties as assigned.

Desired Qualifications:

• Experience in academic personnel processes and policies; working in a higher education environment

• Experience with ASU Academic Personnel human resources software (e.g. PeopleSoft, Workday, Interfolio/APARS, etc.)

• Experience in personnel transactions programs by determining timing, place, and sequence of actions necessary to accomplish goals and meet deadlines

• Experience in using writing skills sufficient to compose letters and correspondence for prospective and existing staff, adjunct and affiliated faculty, visiting scholars, and college’s faculty or administrators

• Experience in faculty and staff recruitment and onboarding

• Evidence of effective communication and interpersonal skills at all levels, including faculty and school administration

• Experience working in a fast-paced, dynamic environment subject to quickly changing priorities and potentially conflicting deadlines

• Experience in on-boarding and processing visa applications (e.g. J1, H1-B)

• Experience with process and policies for unpaid affiliated academic positions (e.g. adjunct, visiting scholars, volunteer faculty, and internal faculty affiliations)

• Experience with administrative functions such as coordinating and scheduling meetings, electronic filing, reporting and data audits, creating and editing forms, and using related tools such as AdobeSign, Adobe Acrobat DC, ASU Data Analytics and Reporting, Excel, Word, etc.

• Ability to clearly communicate to perform essential duties.

• Expected to be responsive to customers, flexible, and respectful of others.

Working Environment:

• Activities are performed in an environmentally controlled office setting and require extended periods of sitting and using a computer, keyboard, and 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.

Department Statement:

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.

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

https://www.myworkday.com/asu/d/inst/1$9925/9925$26452.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.