Administrative Specialist for Public Service

Job Profile:

Administrative Operations Specialist 2

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 three (3) 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 routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

Position Salary Range:

• $55,000-$58,000 annually

Essential Duties:

Administrative-

• Provide comprehensive administrative support for operations, including managing calendars, coordinating meetings, responding to email correspondence, answering phone inquiries, and supporting day-to-day office functions. 

• Manage complex calendars for leadership and project teams by scheduling meetings in-person, hybrid and virtual meetings using Zoom, coordinating availability, and resolving scheduling conflicts.

• Prepare, review and maintain reports, correspondence, presentations, databases, spreadsheets and other business documents.

• Develop, implement, and maintain administrative processes, procedures, and recordkeeping systems that improve operational efficiency and support effective team workflows.

• Anticipate administrative needs, prioritize competing requests, and provide proactive support to leadership and project teams.

• Foster a collaborative, service-oriented work environment by demonstrating professionalism, empathy, responsiveness, accountability, and a commitment to continuous improvement.

Financial Operations-

• Facilitate purchase requests, including requisitions, invoices, and reimbursements using Service Now ticketing system in accordance with Watts College procedures and all university guidelines, policies and procedures. This includes unit specific tracking methods and backup documentation.

• Maintains departmental purchasing cards, including coordinating authorized purchases, monitoring transactions, maintaining documentation, and ensuring compliance with university policies.

• Tracks contracts, purchase orders, and vendor payments to ensure timely processing.

• Orders office supplies and manages supply inventory.

Event Planning and Coordination-

• Plan, coordinate, and execute meetings, conferences, workshops, trainings, and special events from conception through completion. 

• Coordinate venue reservations, room setup, catering, audiovisual equipment, and technology needs.

• Manage event registration, attendee communications, and RSVP tracking through Stova.

• Serve as a primary point of contact for speakers, presenters, vendors, sponsors, community partners, donors, students, staff, faculty and event participants.

• Coordinate travel arrangements, lodging, and itineraries for guest speakers and visitors, as needed.

• Prepare event materials, agendas, name badges, signage, and participant packets.

• Oversee event logistics on-site, troubleshoot issues, and ensure a positive attendee experience.

Marketing/Communications-

• Design and produce marketing and communication materials including print and digital fliers, brochures, posters, invitations, newsletters, and signage using Canva.

• Create branded event collateral that aligns with University standards and brand guidelines.

• Design annual reports, impact reports, presentations, infographics, and other visually engaging publications.

• Prepare social media content for the Chief of Public Service’s LinkedIn page.

• Update content on multiple Public Service Team websites.

Student Staff Supervision-

• Hire, onboard, train, and supervise student employees in accordance with university policies and department procedures.

• Develop work schedules, approve time and monitor attendance to ensure adequate departmental coverage.

• Train student employees on office procedures, customer service expectations, technology systems, and administrative processes. 

• Evaluate student employee performance and conduct regular check-ins to assess progress and identify development opportunities.

• Recognize and encourage student employee contributions while promoting professional growth, career readiness, and academic success.

Desired Qualifications:

• Knowledge of systems like Google Docs, Microsoft Office, Canva, Outlook, Slack, Workday, Dropbox, Zoom, Service Now, Concur, Stova, Constant Contact, Asana, and Microsoft Teams.

• Knowledge of project management softwares like Monday.com and Airtable.

• Skill in a wide variety of administrative functions including calendaring, scheduling, and writing reports.

• Experience supervising student staff.

• Skill in dealing with confidential and sensitive information.

• Skill in tact and diplomacy and in maintaining effective working relationships.

• Skill in communication.

• Ability to work as part of a team and individually with limited supervision.

Working Environment:

• Activities are generally performed in an environmentally controlled office and/or lab setting. May frequently be required to stand for varying lengths of time and walk moderate distances to perform work. There will be occasional bending, reaching, lifting, pushing and pulling up to 25 pounds.

Department Statement:

The Watts College of Public Service and Community Solutions embraces students and faculty dedicated to rigorous education and research in the service of social and economic change. Areas of expertise include: improving the quality of life for individuals and families from all backgrounds; innovative approaches to public management; and nonprofit leadership and organizational effectiveness. We partner with those intent on addressing critical social issues and are confident that Phoenix and the State of Arizona can be exemplars for the future.

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:

A fingerprint check is not required for this position.