Administrative Operations Coordinator

Job Profile:

Administrative Operations Specialist 1

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay - Depends on experience:

$45,000.00 USD Annual

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

Minimum Qualifications:

Associate's degree and one (1) year 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 queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

Barrett, The Honors College at Arizona State University is seeking an Administrative Operations Coordinator to support the daily operations of our West Valley campus. This position will coordinate front desk operations, support daily facility and administrative needs, assist with purchasing and financial processes, work with student employees, and contribute to the planning and execution of events and special projects. This position offers an excellent opportunity to make a meaningful impact on the student experience while supporting the Barrett community at the West Valley campus.

We are seeking someone who enjoys building relationships, excels in a collaborative environment, and is committed to providing outstanding customer service and operational support. If you are organized, proactive, and passionate about contributing to student success, we encourage you to apply.

Essential Duties:

Administrative Operations

• Coordinate and oversee daily front desk operations, ensuring professional and responsive customer service for students, faculty, staff, and visitors.

• Serve as a primary point of contact for inquiries, directing individuals to appropriate resources and services.

• Schedule meetings, reserve conference rooms, and coordinate calendars for departmental activities.

• Prepare, maintain, and organize departmental records, reports, and administrative documentation.

• Support operational projects and initiatives to improve office efficiency and service delivery.

Student Employee Support

• Collaborate with student employees to coordinate daily work activities and ensure assigned tasks are completed in a timely and effective manner.

• Serve as a resource for student employees by providing guidance and answering questions related to departmental processes and procedures.

Facilities and Operations Coordination

• Monitor facility conditions and coordinate routine operational and maintenance needs.

• Submit and track service requests, maintenance work orders, and trouble calls with appropriate service providers.

• Assist with office moves, equipment installations, furniture requests, and other facility-related activities.

• Follow up on service requests to ensure timely resolution and communicate updates to stakeholders.

• Assist with inventory management and tracking of office equipment and supplies.

Financial and Purchasing Support

• Support the financial operations of the West Valley campus by assisting with budget tracking and monitoring expenditures.

• Coordinate purchasing and procurement activities in accordance with university policies and departmental procedures.

• Maintain accurate purchasing records and ensure supporting documentation is properly organized and retained.

• Review, reconcile, and upload required documentation for Purchasing Card (PCard) transactions.

• Prepare and maintain reports, spreadsheets, and other records related to operational expenses, purchasing activity, and budget management.

Event and Program Support

• Assist with planning, coordinating, and supporting departmental meetings, programs, and special events.

• Coordinate logistics, including room reservations, equipment setup, catering requests, and event materials.

• Support event execution and provide on-site assistance as needed.

• Assist with post-event reconciliation and documentation.

Communication and Customer Service

• Develop and maintain positive working relationships with campus partners, vendors, and service providers.

• Respond to inquiries and requests in a timely and professional manner.

• Communicate operational updates, facility impacts, and service disruptions to affected stakeholders.

Desired Qualifications:

• Demonstrated experience providing exceptional customer service in a higher education, administrative, or professional office setting.

• Experience coordinating front desk operations, office administration, or customer-facing services.

• Experience planning, coordinating, and supporting meetings, events, programs, or special projects.

• Experience processing purchases, reconciling expenses, maintaining financial records, or supporting budget-related activities.

• Experience coordinating facility maintenance requests and resolving operational issues.

• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy and attention to detail.

• Experience creating, maintaining, and analyzing spreadsheets, reports, and administrative records.

• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

• Experience using enterprise business systems such as Workday, Airtable, or similar platforms.

• Demonstrated ability to work independently while effectively collaborating with colleagues, students, and campus partners.

• Experience working in a college or university environment.

• Excellent verbal, written, and interpersonal communication skills.

• Bachelor's degree preferred.

Working Environment:

This position is primarily based in a professional office environment located on the ASU West Valley campus. The Administrative Operations Coordinator regularly interacts with students, faculty, staff, visitors, and campus partners in a customer-service-oriented setting.

The position requires frequent use of computers and standard office equipment, as well as occasional movement throughout campus to support meetings, events, facility operations, and student services. Responsibilities may include lifting and moving event materials, office supplies, or equipment weighing up to 50 pounds.

Occasional evening or weekend work may be required to support special events, programs, or operational needs.

Salary:

$42,000 - $45,000 per year; Depends on Experience

IMPORTANT: All applicants (internal and external) must submit a cover letter and resume for consideration.

Department Statement:

Barrett, The Honors College: Established in 1988, Barrett, The Honors College at Arizona State University is a selective four-year residential college offering innovative honors courses, study abroad, research opportunities, and merit scholarships to high-achieving and highly-engaged undergraduates at all four ASU campuses. Barrett has more than 7,000 students at the Tempe, Downtown, Polytechnic and West campuses of ASU. Barrett students benefit from the vast resources and numerous opportunities at ASU, one of the nation's largest and most innovative universities, located in the fifth-largest metropolitan area in the United States.

Barrett Honors College has received many accolades, including being called "the gold standard" among honors college in the nation by the New York Times and "Best Honors College" in the United States by Reader's Digest. USA Today named ASU one of the 100 Best Value Colleges and cited Barrett as "outstanding." The 2021 Fiske Guide to Colleges cites Barrett Honors College as one reason why Arizona State University is among the top 10 "Best Buy" public schools in the United States. Specifically, the guide spotlights the "ambitious honors projects" at Barrett Honors College. For more information, please visit our website at: http://barretthonors.asu.edu/home/

Employees of Barrett have the opportunity to help further the mission of serving high achieving students. We have a spirit of going above and beyond. If you are looking for a position that is student centric along with a desire to make a difference, we would encourage you to join our team.

ASU offers a total compensation package that includes valuable employee benefits, healthcare, retirement, tuition reduction program (eligible ASU Employee, their dependents and spouse), financial security, discounts, family resources and more. Explore ASU's benefits options and degree program offerings.

 Estimate the value of your total compensation: https://cfo.asu.edu/compensation-estimator.

The ASU Community has demonstrated it can adapt and respond quickly to change — even during a pandemic — from different learning modes to remote work to ensure students and university employees can thrive. Though we may deliver support services virtually, in-person or both, we consider the primary worksite an ASU campus or location and we prioritize in-person presence in our community to fulfill our charter. We also understand flexible work arrangements can offer benefits for employers and employees such as retention, sustainability and work-life balance. Where ASU policy and the nature of the work permits, we support opportunities for remote work, flex time, or similar arrangements.
Applicant must be eligible to work in the United States; ASU/Barrett, The Honors College will not be a sponsor for this position. For additional information please see:
 https://www.uscis.gov/i-9

Driving Requirement:

Driving is not required for this position.

Location:

Campus: West

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$24011.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.