Administrative Specialist

## Administrative Specialist Apply:
Campus:
Downtown Phoenix:
Full time:
Posted 6 Days Ago:
End Date:
October 26, 2026 (7 days left to apply):
JR127968
** Job Profile:
** Administrative Operations Specialist 3
** Job Family:
** Administrative Operations
** Time Type:
** Full time
** Apply before 11:59 PM Arizona time the day before the posted End Date.
***
* Minimum Qualifications:

** Bachelor's degree and five (5) 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 complex queries, applies specialized knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.
*
* Job Description:

**** Position Salary Range:** $55,000 - $60,000 anually##

Job Description:

The Administrative Specialist provides comprehensive administrative and operational support to the Vice Dean. Responsibilities include coordinating calendars and meetings, supporting faculty affairs and personnel processes, managing financial transactions, organizing events, maintaining confidential records, and serving as a key resource for faculty, staff, students, and university stakeholders. The position requires strong organizational skills, attention to detail,
** discretion and a solid ethical compass,
** and the ability to manage multiple priorities in a fast-paced academic environment.##
** Essential Duties:*
* * Under general supervision, performs complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of a high-level executive of the University.  ###
** Executive and Administrative Support*
* * Manage the Vice Dean's complex calendar, including scheduling meetings, appointments, and events.
* Coordinate travel arrangements, itineraries, and expense reimbursements.
* Prepare and manage correspondence, reports, presentations, and meeting materials.
* Serve as the primary point of contact for internal and external stakeholders.
* Monitor and prioritize incoming communications and requests.
* Manage correspondence
* Track deadlines, projects, and administrative workflows.
* Assist with data collection, reporting, and record management.  ###
** Meeting and Event Coordinatio
** n  
* Organize leadership meetings, faculty meetings, advisory board meetings, and special events.
* Prepare agendas, briefing materials, and meeting minutes.
* Coordinate logistics, catering, room reservations, and technology needs.
* Track follow-up items and ensure timely completion of action items.### ###
** Faculty and Personnel Support*
* * Assist with faculty recruitment and search activities.
* Coordinate candidate interview schedules and campus visits.
* Support Vice Dean with academic integrity committee
* Provide support for the doctoral program.
* Support onboarding activities for new faculty and staff.
* Maintain confidential personnel records and documentation.### ### Communication and Customer Service  
* Serve as a primary point of contact for the Vice Dean's office.
* Draft routine communications and announcements.
* Respond to requests for information and direct inquiries appropriately.
* Build and maintain positive relationships with faculty, staff, students, and university partners.
* Support internal communication efforts and special initiatives.  ### Records, Compliance, and Confidentiality  
* Handle sensitive personnel, financial, and organizational information with discretion.
* Ensure records comply with university policies and retention requirements.
* Assist with audits, compliance reviews, and accreditation-related documentation.
* Prepare and organize materials for administrative and personnel processes.

Other duties as assigned.
** Desired

Qualifications:

*
* * Experience working in a position with high expectations of organization, multiple project management, accuracy and attention to detail.
* Experience anticipating and troubleshooting problems before they develop.
* Demonstrated knowledge of university policies and procedures.
* Experience in a wide variety of administrative functions including calendaring, scheduling, word processing, spreadsheet management and drafting of presentation materials in both Google and Microsoft programs.
* Experience dealing with confidential and sensitive information.
* Experienced using tact and diplomacy in maintaining effective…