Academic Support Specialist

Job Profile:

Administrative Support Specialist 2

Job Family:

Administrative Support

Time Type:

Full time

Max Pay - Depends on experience:

$65,000.00 USD Annual

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 Description:

The Administrative Assistant provides comprehensive administrative and academic personnel support to the Faculty Affairs Leadership and Academic Personnel team within a complex academic environment. This position is responsible for coordinating calendars, meetings, and events; preparing correspondence, reports, and documents; and maintaining accurate records and tracking systems to support daily operations. The successful candidate will exercise sound judgment and discretion in handling confidential information and demonstrate strong communication, organizational, and problem-solving skills. The role requires initiative, attention to detail, and the ability to manage multiple priorities while maintaining a high level of professionalism and service excellence in a collaborative, fast-paced environment.

The Shufeldt School of Medicine is temporarily located in Tempe; however, school operations are expected to relocate to the Downtown Phoenix Campus in Spring 2026

Pay Range: $54,600 - $65,000: Depending on Experience

Essential Duties:

• Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts

• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (medium)

• Provide comprehensive administrative support to the Senior Associate Dean, Associate Dean, and Academic Personnel team, including calendar and travel coordination, meeting scheduling, and office support.

• Coordinate internal and external meetings, retreats, workshops, and faculty events, managing logistics, communication, and setup with professionalism and attention to detail.

• Prepare, edit, and format correspondence, reports, and templates using tools such as Excel, Word, Teams, and Adobe Acrobat.

• Develop and maintain internal reports, tracking systems, and spreadsheets to support ongoing projects and operations.

• Manage scheduling and communications, including sending Outlook invitations and event notifications.

• Assist with event logistics such as setup, takedown, mail distribution, and room reservations.

• Support office operations by completing routine administrative tasks, organizing documents, and ensuring smooth day-to-day workflow.

• Perform other duties as assigned to support the Faculty Affairs, Academic Personnel team and overall unit operations.

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

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

• Ability to clearly communicate to perform essential functions

• Other duties as assigned.

Desired Qualifications:

• Experience using Microsoft Office and related administrative tools such as Adobe Acrobat DC, AdobeSign, Excel, Word, and ASU Data Analytics and Reporting.

• Experience coordinating and scheduling meetings, maintaining electronic files, and preparing reports, forms, and correspondence.

• Demonstrated organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced, dynamic environment.

• Strong interpersonal skills with individuals at all levels, including faculty, administrators, and staff.

• Experience handling confidential and sensitive information with discretion and professionalism.

• Ability to analyze and comprehend complex issues, identify solutions, and ensure accuracy in documentation and processes.

• Ability to work both independently and collaboratively within a structured team environment.

• Demonstrated initiative and proactive approach to implementing new assignments and improving processes.

• Exercises sound judgment within established policies and practices to determine appropriate actions and solutions.

• Proven adaptability, flexibility, and reliability in responding to shifting priorities and deadlines.

• Commitment to high standards of professionalism, service excellence, and continuous improvement.

• Use basic math

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

• Computer, phone, and in-person interaction in a fast-paced office environment

Department Statement:

The John Shufeldt School of Medicine and Medical Engineering at Arizona State University, a flagship component of the broader ASU Health initiative, is boldly re-imagining medical education by merging clinical medicine, biomedical science, engineering, and technology into one integrated student experience. Built from the ground up for today's health-care challenges, the school trains physicians who not only provide exceptional patient care but also lead innovation, applying artificial intelligence, advanced diagnostics, and human-centered design to transform the future of medicine.

Currently located on ASU's Tempe campus, the Shufeldt School of Medicine will be headquartered on the Downtown Phoenix campus with operations transitioning in Spring 2026. The school has received preliminary accreditation from the Liaison Committee on Medical Education (LCME) and is preparing to welcome its inaugural class in Fall 2026.

By educating physician-engineers fluent in medicine, engineering, and the humanities, the John Shufeldt School of Medicine and Medical Engineering is creating leaders who will rethink how care is delivered, measured, and improved — for Arizona's diverse communities and beyond.

Join us as we shape a new model of medical education and build the future of health care.

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Phoenix

Funding:

No Federal Funding

Instructions to Apply:

Current Employees and Students should apply directly within Workdayusing the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$15287.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

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. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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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.

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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.