Administrative Specialist

Job Profile:

Administrative Support Assistant 3

Job Family:

Administrative Support

Time Type:

Full time

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 Profile Summary:
Provides complex administrative support to a department or group of professionals in support of department goals.

Job Description:

Position Salary Range: $51,500 - $55,000 per year; DOE

Job Description:

The School for the Future of Innovation in Society in the Rob Walton College of Global Futures is seeking an Administrative Specialist with primary responsibilities for front office day to day operations support, travel, and procurement. The ideal candidate will be self-motivated, have a high attention to detail, possess exceptional organizational and customer service skills, and have the ability to work well in a fast-paced, deadline driven environment.

Essential Duties:

• Responsible for the SFIS front office of the School on the 4th floor of ISTBX: greets visitors, answers main school phone line.
• Manages and schedules conference rooms in ISTBX.
• Coordinates travel and accommodation arrangements and processes travel authorizations and claims in Concur Travel & Expense System for RWCGF faculty, staff, and students, as well as making arrangements and processing travel expense reimbursements for external consultants and guest speakers through Workday.
• Processes payment of speaker fees, honoraria, and expense reimbursements.
• Monitors and reconciles travel card expenditures.
• Maintains record-keeping systems; prepares special and recurring reports containing specialized or sensitive information.
• Responds to inquiries providing information requiring comprehensive knowledge of university travel policies and procedures; interprets administrative decisions and policies to other staff.
• Processes requisitions for the purchase of supplies and processes reimbursements.
• Processes routine accounting and financial transactions in accordance with applicable policies and procedures.
• Assists with Purchase Card reconciliations.
• Assists with other special projects and duties as assigned.
  

Desired Qualifications:

• Experience using Concur Travel & Expense System or other similar travel and expense reimbursement system.
• Experience with Workday Financial Management System or other financial management system.
• Experience assisting others with arranging travel including airfare and lodging.
• Experience with procedures for and reconciliation of expenditures charged to company credit or travel cards.
• Evidence of effective verbal and written communication skills.
• Experience in customer service and problem solving.
• Experience building and maintaining effective working relationships.
• Experience in preparing detailed reconciliations and expense tracking reports.
• Experience with computer applications (MS Excel, Word, Outlook, Adobe Acrobat, etc.).

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of being in a stationary position, keyboarding, and manipulating a computer mouse.
• Required to move moderate distances to perform work.  
• Occasionally moving up to 25 pounds.  
• Regular use of standard office equipment including but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone, and associated computer/technology peripherals. 

Department Statement:

The School for the Future of Innovation in Society (sfis.asu.edu) in the College of Global Futures recognizes that:

 

• Innovation is a complex system in which both social and technical elements and their interactions are crucial in creating desired outcomes;

• Knowledge – its creation, its dissemination, and its validation – is an essential component to addressing contemporary challenges;

• Future-making needs to be interdisciplinary, more anticipatory, and a more democratic practice.

 

The mission of SFIS is to develop and extend these ideas. We will bring these ideas and the content, skills, and dispositions that surround them to new audiences, through new modes of instruction, and at a larger scale. In particular, the School refines instruction to address the needs of particular audiences in particular careers and career stages. SFIS houses a set of graduate degree programs, including the PhD in Human and Social Dimensions of Science and Technology (HSD), the PhD in Innovation in Global Development (IGD), the Master of Science and Technology Policy (MSTP), the Master of Science in Global Technology and Development (GTD), the Mater of Public Interest Technology (PIT), and undergraduate programs (The BS/BA/minor in Innovation in Society).

Driving Requirement:

This position may require driving. Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

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.

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.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

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.