Administrative Operations Specialist

Arizona State University • Los Angeles, CA

8d • $25 - $34 • Onsite

About The Position

The Administrative Operations Specialist performs a variety of complex office/clerical support duties related to work unit, which require a thorough knowledge of a complete and specialized function. Incumbents apply this specialized functional knowledge to independently analyze and respond to administrative matters within established limits. Advice and leadership are available from supervisor for complex issues or those requiring authorization such as deviation from policy. Monitors or coordinates work of others within assigned function. The Administrative Operations Specialist under administrative direction, performs work of moderate difficulty in coordinating and executing activities of projects and programs delivered online, in-person or in hybrid format. Ensures the goals and objectives of assigned tasks are accomplished in accordance with priorities, time constraints, funding limitations or other specifications. Contributes with excellence to the successful delivery of online, in-person and hybrid executive education programs, resulting in effective team support and a top-notch customer experience.

Requirements

• Bachelor's degree and three (3) 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.

Nice To Haves

• Skill in both verbal and written communication.
• Skill in a wide variety of administrative functions including calendaring, scheduling and word processing.
• Skill in tact and diplomacy and in maintaining effective working relationships
• Skill in assisting with a wide range of topics, including confidential and sensitive information.
• Skill in organizing work of self and others.
• Skill in recording and compiling material for reports.
• Knowledge of University policies and procedures.
• Knowledge of University systems and software such as Salesforce, Peoplesoft, Workday, etc.
• Knowledge of organizational practices.
• Knowledge of Microsoft Office applications including email, spreadsheets, presentations and documents.
• Knowledge of cloud storage solutions including Google Drive and Dropbox.
• Ability to work effectively in an environment subject to tight deadlines and potentially conflicting priorities.

Responsibilities

• Provides general administrative and operational support to center staff, faculty and students
• Perform tasks contributing to online and in-person program deliveries, including participant registration, digital platform setup & maintenance, materials shipping, print orders and digital file organization, compile and distribute evaluation data, provide support to Program Managers, Curriculum Coordinator and Business Operations.
• Attend internal meetings; contribute to discussions and provide operational perspective and support.
• Utilize tools to capture program data such as the CRM application, digital portal, templates, etc.
• Coordinate select online programs from end-to-end.
• Routinely manage Outlook calendar and maintain commitments.
• Interface with varied levels of faculty and staff.
• Tackle special projects such as data cleanup, research and data reporting.
• Coordinates activities of subordinates.
• Maintains a variety of records requiring classification and compilation of varied information.
• Drafts correspondence; answers questions or complaints and makes adjustments within established limits.
• Serves as a primary reference source for function to assist departments and employees in resolving discrepancies or procedural problems utilizing knowledge of specialized function; responds to technical administrative questions ensuring necessary follow-up is performed.
• Reviews reports and printouts to identify and trace source of error and make necessary corrections; performs technical or complex verification and reconciliation activities.
• Ensures office staff are informed of new or revised procedures and any pertinent information regarding assigned function(s); updates related policy/procedure manuals.
• Checks, reviews or prepares records, reports, forms or other documents of various kinds pertinent to assigned function(s); personally investigates complicated problems or errors.
• Plans and prioritizes workload to meet set deadlines.
• Manages processes all relevant personnel data and prepares packet/reports
• Manages confidential personnel files in accordance with the university/ABOR policy
• Manages the distribution of offer letters, notice of appointments, renewals and other personnel correspondence for signature to ensure timely completion and distribution.
• Manages academic personnel and faculty searches from preparation of hiring plans through on-boarding in coordination with the Dean’s Office.
• Manages academic personnel and faculty annual evaluations from preparation through on-boarding in coordination with the Dean’s Office.
• Manages faculty promotion and tenure process from preparation through on-boarding in coordination with the Dean’s Office; and manages external communications with reviewers.
• Manages new faculty hire onboarding and training.
• Works with the Director to design comprehensive guides and conduct presentations on personnel processes to various groups.
• Implement processes related to academic affairs across two campus locations (LA & Phoenix) and Online including course overrides, degree substitutions, admin proxy requests, and academic record changes
• Other duties as assigned.

Benefits

• Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students.
• It includes: Salary and wages paid Comprehensive package of affordable benefit plans and programs Access to world-class educational opportunities at deeply discounted rates ASU's total compensation estimator shows the approximate value of your overall compensation
• ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance.
• We are determined to maintain our position as an employer of choice in a competitive labor market.
• Flexible work options Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees