1 Administrative Specialist Job in Arizona, AZ
Sorry! This job is no longer available. Please explore similar jobs listed on the left.
ASU Career Services is Hiring an Administrative Specialist Near Arizona, AZ
ASU Health is a cluster of new and existing learning, research, and care delivery initiatives guided by a shared vision to 1) address critical healthcare shortages, 2) shrink health disparities, and 3) improve health outcomes in Arizona and beyond. To do this, ASU is leveraging existing and standing up several new initiatives, including two new schools (the School of Medicine and Advanced Medical Engineering and School of Technology for Public Health), clinics, a health observatory, and health literacy programming.
The new Administrative Specialist will report directly to the Assistant Vice President of Strategic Initiatives. To meet its goals, ASU Health needs a skillful and collaborative team of administrators to support each other and a small but growing team of high-level executives and leaders. Specifically, ASU Health is looking for someone who is highly organized and a skillful communicator, with effective methods for multitasking and triaging diverse requests and tasks. This includes managing and scheduling multiple (sometimes urgent and critical) meeting and travel requests simultaneously with internal and external stakeholders; managing executive calendars; predicting, preventing, and when necessary, remedying scheduling conflicts; answering emails and messages promptly; supporting planning and day-of coordination for events and VIP visits; anticipating and articulating needs, requests, and potential problems before they arise; and is energized by and can also remain calm and grounded within a fast-paced environment. The ideal candidate will also be someone who is professional and can engage with senior leaders within ASU and the state across multiple fields and sectors, including higher education, medicine, public health, government, industry, and philanthropy. Above all, ASU Health is looking for a team player who is kind, a quick learner, has good judgment, and knows when to try to solve problems on their own and when to ask for help.
Job Family
Clerical & Admin Support
Department Name
ASU Health
Full-Time/Part-Time
Full-Time
VP Code
EXEC VP/PROVOST
Scope of Search
Open
Grant Funded Position
This is not a grant funded position and is not contingent on future grant funding.
Salary Range
$50,000 - $62,000 per year; DOE
Close Date
14-August-2024
Category
02
Essential Duties
- Manages or assists in the management of ASU Health executives’ calendars. This includes managing multiple, sometimes urgent and critical scheduling requests simultaneously; promptly responding to emails and messages; predicting, preventing, and when necessary, remedying scheduling conflicts; and anticipating and articulating needs, requests, and potential problems before they arise.
- Works closely with other university offices and external stakeholders to coordinate executives’ involvement in university events and VIP visits, including: identifying and saving dates, sending calendar invites and details, securing agendas, putting together and sharing supplemental materials (e.g., headshots and bios), and assisting with any day-of logistics to ensure events, meetings, and visits go smoothly.
- Coordinates and arranges travel for members of the executive team, including local, national, and international travel. This includes compiling, preparing, and maintaining background material related to meetings, events, and travel, and coordinating and tracking follow-up.
- Coordinates or assists in coordinating meetings and events, including agendas, meeting minutes, arranging equipment, catering, and setting up and breaking down spaces, as well as sending invitations and managing RSVPs.
- Leads coordination and event planning for ASU Health Grand Rounds, including identifying dates, securing speakers, managing presentation materials, advertising and disseminating event details, tracking RSVPs, working with IT to ensure tech and other needs are met, securing room reservations, room set up and breakdown, and catering.
- Independently composes correspondence on a variety of subjects requiring judgment, originality, and knowledge of issue involved.
- Provides word processing, transcription of dictation, and processing of correspondence and e-mail.
- Answers phones, greets visitors, and directs questions to appropriate offices for resolution.
- Schedules and may attend meetings and conferences.
- Maintains files; completes requests, records, submits and tracks all purchase requests/vouchers.
- Provides back-up to other staff in the office.
Desired Qualifications
- Demonstrated knowledge of University policies and procedures.
- Experience in a wide variety of administrative functions including calendaring, scheduling, and word processing.
- Experience in dealing with a wide range of topics, including confidential and sensitive information.
- Experience in tact and diplomacy and in maintaining effective working relationships.
- Evidence of effective communication skills.
- Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting, standing, walking.
- Visual acuity and manual dexterity are associated with daily use of desktop computer, bending, stooping, reaching, and lifting up to 20 pounds.
- Ability to clearly communicate to perform essential duties.
- Review of completed tasks; provides and reviews assigned work activities to team members for quality and achievement of set goals.
- Expectation to work primarily onsite, co-located with ASU Health leadership, with some flexibility to work remotely on occasion.
ASU Health is a "learning health ecosystem" that harnesses and accelerates health-related innovation of one of the nation's largest public research universities, in order to improve health outcomes and address the critical needs of Arizona and beyond.
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 intellectual and cultural diversity, 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
Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.
Notice of Availability of the ASU Annual Security and Fire Safety ReportIn 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 PD 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.
Instructions to Apply
Application deadline is 3:00PM Arizona time on the date indicated.
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.
ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.
Only electronic applications are accepted for this position.
IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.
Job Summary
Full Time
$56k-69k (estimate)
07/01/2024
08/17/2024
The job skills required for Administrative Specialist include Customer Service, Administrative Support, Microsoft Office, PowerPoint, Problem Solving, Coordination, etc. Having related job skills and expertise will give you an advantage when applying to be an Administrative Specialist. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Administrative Specialist. Select any job title you are interested in and start to search job requirements.
The following is the career advancement route for Administrative Specialist positions, which can be used as a reference in future career path planning. As an Administrative Specialist, it can be promoted into senior positions as an Administrative Assistant III that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Administrative Specialist. You can explore the career advancement for an Administrative Specialist below and select your interested title to get hiring information.
If you are interested in becoming an Administrative Specialist, you need to understand the job requirements and the detailed related responsibilities. Of course, a good educational background and an applicable major will also help in job hunting. Below are some tips on how to become an Administrative Specialist for your reference.
Step 1: Understand the job description and responsibilities of an Accountant.
Quotes from people on Administrative Specialist job description and responsibilities
Administrative Specialists are responsible for clerical tasks and ensure that staff can communicate and work efficiently.
02/06/2022: Charleston, SC
Administrative Specialist often support the work of managers, preparing presentations, managing calls, handling correspondence and responding to various needs of the business as they arise.
01/07/2022: Boston, MA
Administrative specialists are professionals who are trained to perform all the usual tasks associated with an administrative assistant, but also have skill sets that allow for designing and overseeing special projects.
01/02/2022: Concord, NH
Employers rely on administrative specialist in preparing reports containing facts and figures.
03/02/2022: Buffalo, NY
Administrative Specialists schedule conference meetings or calls, prepare statistical reports andcorrespondence, and maintain sensitive data.
02/25/2022: Columbus, GA
Step 2: Knowing the best tips for becoming an Accountant can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.
Career tips from people on Administrative Specialist jobs
Administrative Specialist job requires workers to often perform tasks autonomously—meaning sound judgment and decision-making skills are essential.
01/12/2022: Sioux Falls, SD
Administrative specialist skills are those related to organizing and effectively managing a workplace.
01/26/2022: Anaheim, CA
Administrative specialist requires strong organizational skills to juggle many tasks.
01/10/2022: South Bend, IN
Administrative specialist need strong technology skills to perform various duties throughout their workday, such as operating Microsoft Word or using a fax machine.
01/30/2022: Lynchburg, VA
Administrative Specialist needs to be familiar with office equipment and have professional telephone etiquette, strong communication abilities and above the average writing skills.
01/24/2022: Lubbock, TX
Step 3: View the best colleges and universities for Administrative Specialist.
Similar Jobs
Popular Articles
