Administrative Specialist

Administrative Support Specialist 3

Provides complex administrative and programmatic support to leadership.

Position Salary Range: $57,900- $60,000 per year; DOE

Decision Theater (DT) seeks an Administrative Specialist to provide high-level operational support to organizational leadership and departmental teams. This role acts as the primary administrative hub for DT, managing a high volume of internal and external engagements across our Tempe facility and virtual environments. The Administrative Specialist is responsible for not only executing daily administrative tasks but also for maintaining the digital and physical systems that ensure operational efficiency.

This is an in-person position requiring a proactive professional who can navigate the complexities of a fast-paced university research environment.

Essential Duties:

• Serves as the initial point of contact for DT activities.
• Schedules and manages DT events and engagements. This includes coordinating with other university departments and personnel, external organizations, and internal DT personnel; creating and sending calendar invites in Microsoft Outlook, and managing other related event logistics.
• Provides office operations support such as receiving telephone calls and responding to inquiry emails.
• Serves as liaison to faculty, staff, students, alumni and the general public in facilitating requests for information or other DT inquiries.
• Coordinates staff and student employee recruitment activities including processing recruitment requests through the ASU Sharepoint system, scheduling interviews, and organizing onboarding activity for new employees.
• Coordinates applicable Human Resource activities related to incoming and exiting employees, payroll inquiries and student worker timesheets.
• Executes and coordinates office operations such as internal meetings and team-building events.
• Assists in maintaining the Director's calendar and schedule.
• Keeps inventory of office supplies and equipment, orders items in accordance with department guidelines.
• Facilitates departmental procurement, supports staff travel through Concur, and assists with basic financial reconciliation and record-keeping.
• Coordinates building maintenance requests with ASU facilities management.
• Develop familiarity with DT capabilities and activities as well as the skills needed to operate DT's information technology unique equipment.
• May supervise or coordinate the activities of subordinate employees including orienting and training new staff and student employees.
• Maintain department seating chart and participate in yearly space survey, providing accurate and timely information
• Manage department distribution lists, auditing for correct information
• Performs other administrative duties as assigned.

Desired

Qualifications:

• Knowledge of office and administrative practices and principles.
• Experience organizing meetings and managing multiple conflicting calendars.
• Knowledge of the principles of exemplary customer service demonstrated through actively listening, acknowledging, and responding to every inquiry, taking ownership and resolving each concern or problem as appropriate.
• Skill in both verbal and written communication.
• Skill in problem solving and decision making.
• Ability to stimulate changes in individual, institutional, and corporate behaviors to create a more sustainable environment.
• Skill in Microsoft Office (Excel; Outlook; Word; PowerPoint).

• Experience scheduling with Microsoft Outlook
• Experience in Microsoft Sharepoint.
• Experience with Slack.
• Experience organizing and running meetings on Zoom.
• Background in working in a higher education environment.

Working Environment:

• Climate-controlled office setting subject to extended periods of being in a stationary position.
• Constantly detects and operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.
• Ability to clearly communicate and exchange accurate information to perform essential duties.
• Expected to be responsive to customers, engaged in work production, resourceful, flexible, and respectful of others.

Department Statement:

Each year since 2016, ASU has been named the most innovative school…