Administrative Specialist - Tenders Global

Administrative Specialist

Arizona State University


Campus: West

Administrative Specialist

Job Description

Performs varied administrative work unique to the work unit requiring initiative and independent judgment. Incumbents work independently under general direction. Monitors budget and account expenditures, maintains official records, and implements administrative policies. Handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices. Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment.

Job Family

Clerical & Admin Support

Department Name

Humanities Arts & Cultural



VP Code


Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$46,000 – $52,000 per year; DOE

Close Date

19-January- 2023

Essential Duties

  • Provides administrative support to Executive Team in areas such as maintaining calendars, scheduling appointments, and maintaining record-keeping systems; develops and maintains training database and/or spreadsheets; prepares special and recurring reports containing specialized or sensitive information.
  • Provides office operations support such as preparing and composing confidential correspondence, committee meeting minutes, and media request management.
  • Responds to inquiries by providing information requiring comprehensive knowledge of university policies and procedures; interprets administrative decisions and policies to other staff.
  • Prioritizes and arranges meetings, conferences, and appointments for supervisor and professional staff.
  • May supervise or coordinate the activities of subordinate employees including orienting and training new staff and student employees, maintaining front desk coverage and other assignments.
  • Assist faculty with book orders, and incomplete grade forms.
  • Plans and arranges conferences, meetings and/or special events (like on campus interview visits) under general instructions from supervisor; communicates arrangements to appropriate individuals.
  • Assists the department or unit with academic support functions such as scheduling classes and/or classrooms, updating and maintaining student registration databases, preparing and distributing faculty correspondence.
  • Orders supplies, furniture, equipment and/or textbooks in accordance with department guidelines
  • Provides office operations support such as preparing and composing confidential correspondence on own initiative, receiving and screening telephone calls and visitors as well as screening and prioritizing mail.
  • Coordinates staff and student employee recruitment activities including, but not limited to: interview, selections, appointment and/or promotion processes; initiates applicable Human Resource requests and/or forms, payroll, scholarship application/waiver, and student worker time sheets.
  • Executes and coordinates office operations such as office moves, meetings, conferences, training, workshops, and/or special events; coordinates building an equipment maintenance requests; maintains keys and key log for department.
  • Makes all necessary travel arrangements and itineraries; prepares and files travel authorization and travel vouchers for supervisor, staff, and/or guest lecturers; determines and prepares background materials as needed.
  • Performs other administrative duties as assigned.

Minimum Qualifications

Bachelor’s degree and five (5) years of executive-level administrative support experience; OR, Nine (9) years of executive-level administrative support experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

  • Experience working in higher education environment.
  • Demonstrated knowledge of office and administrative practices and principles.
  • Demonstrated knowledge of University and area/department applications and databases.
  • Demonstrated 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; exhibiting professionalism and expertise in every interaction and engaging in professional development to meet expectations for service excellence.
  • Evidence of effective communication.
  • Experience in problem solving and decision making.
  • Experience in stimulating changes in individual, institutional, and corporate behaviors to create a more sustainable environment.
  • Experience in leading by example in communicating, participating and encouraging support of the institution’s sustainability programs.
  • Experience in Microsoft Office (Excel; Outlook; Word; PowerPoint).
  • Experience in PeopleSoft, Kenexa, and supporting EEO investigations.

Working Environment

  • Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work
  • Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds
  • Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts
  • Ability to clearly communicate to perform essential functions
  • Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, and associated computer/technology peripherals

Department Statement

Members of the School of Humanities, Arts and Cultural Studies are committed to excellence in teaching and research, and SHArCS is proud of the accomplishments of our faculty, students, and graduates. We are a research-oriented school where our priority is the discovery of new knowledge in all of our degree areas. Faculty in SHArCS contribute to the master’s programs in Interdisciplinary Studies; Social Justice and Human Rights; and English. Students are encouraged to participate in faculty-student collaborative research projects, explore cross-cultural and global perspectives, employ the latest computer technology, and apply what they have learned in community-based internships. More information about the School, its faculty, and its degree programs can be found at .

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

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 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 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 .

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.

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