Administrative Specialist at Arizona State University in Tempe, AZ

Job Profile:

Administrative Support Assistant 3

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$60,404.00 USD Annual

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

Minimum Qualifications:

High School Diploma and three years (3) 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 Dean's Office is seeking an Administrative Specialist to preform a broad range of advanced administrative and operational support for the Executive Assistant to the Dean and Manager of Dean’s Office Operations within the W. P. Carey School of Business. This position plays a critical role in ensuring the efficient execution of executive-level operations, communications, events, and financial processes that support the strategic priorities of the Dean’s Office.

Working under general direction, the Administrative Associate exercises initiative, discretion, and independent judgment in handling complex and non-routine assignments. The role serves as a central point of coordination for high-level meetings, events, and daily office operations, while maintaining compliance with university policies and procedures.

The position regularly interacts with faculty, staff, students, donors, and executive-level stakeholders, requiring professionalism, strong communication skills, and sound judgment. Responsibilities include drafting and sending routine, templated correspondence on behalf of the Dean’s Office, communicating directly with event attendees as needed, coordinating logistics for events, supporting travel-related expense processing and budget-related processes, and maintaining a polished and professional office environment.

Salary Range: $48,600-$58,600 annually to commensurate with education and experience.

Essential Duties:

Administrative Support – 60%

• Provide administrative support to the Executive Assistant to the Dean and members of the Dean’s Office.

• Prepare correspondence, reports, presentations, and background materials for meetings and special projects.

• Coordinate meetings and related logistics, including scheduling, room reservations, and communication with participants.

• Serve as a primary point of contact for internal stakeholders engaging with the Dean’s Office.

• Maintain administrative systems, records, spreadsheets, and tracking logs to support office operations.

• Screen and prioritize communications while exercising discretion and professionalism in handling confidential information.

• Interpret and apply university policies and procedures to support daily operations and resolve administrative matters; escalate complex issues as appropriate.

• Support high-profile Dean’s Office engagements and events, including Dean’s Council, Executive of the Year, Dean’s Medalists, convocations, and related activities.

• Coordinate event logistics including RSVP tracking, communications, catering, room reservations, setup, check-in, and event breakdown.

Financial & Budget Support (25%)

• Process financial transactions including travel expense reports, reimbursements, business meal forms, and parking validation invoices.

• Review, organize, and reconcile receipts and supporting documentation to ensure timely and accurate submission in compliance with university policies and deadlines.

• Attend budget meetings with accounting personnel and support monitoring of Dean’s Office expenditures and budget activity.

Office Operations & Facilities (10%)

• Manage daily office operations and maintain shared office spaces including conference rooms, reception areas, and kitchen facilities.

• Monitor inventory levels and coordinate ordering of office and hospitality supplies.

• Ensure office spaces are organized, professional, and operationally effective.

Other Duties (5%)

• Perform other duties as assigned

Desired Qualifications:

• Experience using university applications such as Workday, Concur, EMS, Drobox, Google Drive, Adobe, and the Microsoft Office Suite (Excel; Outlook; Word; PowerPoint).

• Experience working at Arizona State University preferred

• Experience working in a C-suite environment

• Knowledge of office and administrative practices and principles

• Knowledge of the principles of exemplary customer service demonstrated through actively listening, acknowledging, and responding to every inquiry; taking ownership and resolving each concern or problem as appropriate

• Ability to lead by example in communicating, participating and encouraging support of the institution’s sustainability programs.

Working Environment:

Work is primarily performed in an indoor office environment. The role is designated for in-person work and opportunities for remote work are rare. Occasional travel to in-state/local off-campus locations to assist at School events.

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$21626.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:

A fingerprint check is not required for this position.