Edtech.com's Summary

Arizona State University is hiring an Administrative Operations Specialist. The role involves performing complex office and clerical duties, managing projects and programs delivered online, in-person, or in a hybrid format, and supporting successful delivery of executive education programs. The Specialist will independently analyze administrative matters, coordinate activities, and provide operational support to staff, faculty, and students.

Highlights

Provide general administrative and operational support to center staff, faculty, and students.
Coordinate and execute online, in-person, and hybrid program activities including participant registration and digital platform management.
Manage personnel processes such as faculty searches, evaluations, promotions, and onboarding in coordination with the Dean’s Office.
Maintain confidential personnel files and handle distribution of academic personnel correspondence.
Utilize university systems including Salesforce, Peoplesoft, Workday, and CRM applications.
Proficient in Microsoft Office applications and cloud storage solutions like Google Drive and Dropbox.
Bachelor's degree with three years of relevant experience or equivalent combination of education and experience required.
Ability to manage workload effectively under deadlines and conflicting priorities.
Participate in special projects including data cleanup, research, and reporting.
Salary range $24.76 to $33.65 per hour, depending on experience.

Administrative Operations Specialist Full Description

Job Profile:Administrative Operations Specialist 2 Non-Exempt

Job Family:Administrative Operations

Time Type:Full time

Max Pay - Depends on experience:$33.65 USD Hourly

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:

The Administrative Operations Specialist performs a variety of complex office/clerical support duties related to work unit, which require a thorough knowledge of a complete and specialized function. Incumbents apply this specialized functional knowledge to independently analyze and respond to administrative matters within established limits. Advice and leadership are available from supervisor for complex issues or those requiring authorization such as deviation from policy. Monitors or coordinates work of others within assigned function.

The Administrative Operations Specialist under administrative direction, performs work of moderate difficulty in coordinating and executing activities of projects and programs delivered online, in-person or in hybrid format. Ensures the goals and objectives of assigned tasks are accomplished in accordance with priorities, time constraints, funding limitations or other specifications. Contributes with excellence to the successful delivery of online, in-person and hybrid executive education programs, resulting in effective team support and a top-notch customer experience.

Position Salary Range:

$24.76 - $33.65 per hour; depends on experience within posted range

Essential Duties:

Provides general administrative and operational support to center staff, faculty and students;
Perform tasks contributing to online and in-person program deliveries, including participant registration, digital platform setup & maintenance, materials shipping, print orders and digital file organization, compile and distribute evaluation data, provide support to Program Managers, Curriculum Coordinator and Business Operations.
Attend internal meetings; contribute to discussions and provide operational perspective and support.
Utilize tools to capture program data such as the CRM application, digital portal, templates, etc. Coordinate select online programs from end-to-end.
Routinely manage Outlook calendar and maintain commitments. Interface with varied levels of faculty and staff.
Tackle special projects such as data cleanup, research and data reporting.
Coordinates activities of subordinates.
Maintains a variety of records requiring classification and compilation of varied information.
Drafts correspondence; answers questions or complaints and makes adjustments within established limits.
Serves as a primary reference source for function to assist departments and employees in resolving discrepancies or procedural problems utilizing knowledge of specialized function; responds to technical administrative questions ensuring necessary follow-up is performed.
Reviews reports and printouts to identify and trace source of error and make necessary corrections; performs technical or complex verification and reconciliation activities.
Ensures office staff are informed of new or revised procedures and any pertinent information regarding assigned function(s); updates related policy/procedure manuals.
Checks, reviews or prepares records, reports, forms or other documents of various kinds pertinent to assigned function(s); personally investigates complicated problems or errors.
Plans and prioritizes workload to meet set deadlines.
Manages processes all relevant personnel data and prepares packet/reports
Manages confidential personnel files in accordance with the university/ABOR policy
Manages the distribution of offer letters, notice of appointments, renewals and other personnel correspondence for signature to ensure timely completion and distribution.
Manages academic personnel and faculty searches from preparation of hiring plans through on-boarding in coordination with the Dean's Office.
Manages academic personnel and faculty annual evaluations from preparation through on-boarding in coordination with the Dean's Office.
Manages faculty promotion and tenure process from preparation through on-boarding in coordination with the Dean's Office; and manages external communications with reviewers.
Manages new faculty hire onboarding and training.
Works with the Director to design comprehensive guides and conduct presentations on personnel processes to various groups.
Implement processes related to academic affairs across two campus locations (LA & Phoenix) and Online including course overrides, degree substitutions, admin proxy requests, and academic record changes
Other duties as assigned.

Desired Qualifications:

Skill in both verbal and written communication.
Skill in a wide variety of administrative functions including calendaring, scheduling and word processing.
Skill in tact and diplomacy and in maintaining effective working relationships
Skill in assisting with a wide range of topics, including confidential and sensitive information.
Skill in organizing work of self and others.
Skill in recording and compiling material for reports.
Knowledge of University policies and procedures.
Knowledge of University systems and software such as Salesforce, Peoplesoft, Workday, etc.
Knowledge of organizational practices.
Knowledge of Microsoft Office applications including email, spreadsheets, presentations and documents.
Knowledge of cloud storage solutions including Google Drive and Dropbox.
Ability to work effectively in an environment subject to tight deadlines and potentially conflicting priorities.

Working Environment:

This position is located on the ASU California Center Grand campus.
Schedule, Monday through Friday.
Occasional after hours events.
Activities are performed in an environmentally-controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
Regular use of standard office equipment including, but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, fax, copier, and telephone.

Department Statement:

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren't luxuries—they're essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We're expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we're designing not just new careers, but new systems of care, connection and possibility.

https://herbergerinstitute.asu.edu/

Why work at ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

Salary and wages paid
Comprehensive package of affordable benefit plans and programs
Access to world-class educational opportunities at deeply discounted rates
ASU's total compensation estimator shows the approximate value of your overall compensation

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options

Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

Driving Requirement:Driving is not required for this position.

Location:Off-Campus: Los Angeles

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$17897.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.

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.

Original Job Description