Administrative Assistant

Job Profile:

Administrative Support Assistant 2 Non-Exempt

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 two-years (2) 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 routine administrative support to a department or group of professionals in support of department goals.

Job Description:

The Department of Information Systems in the W. P. Carey School of Business seeks a highly organized, detail-oriented Administrative Assistant to provide comprehensive administrative and operational support to the department. This position works collaboratively with faculty, staff, students, and university partners to support daily operations, personnel and financial processes, academic scheduling, events, and departmental initiatives. The successful candidate will demonstrate excellent customer service, strong organizational skills, sound judgment, and the ability to manage multiple priorities in a dynamic academic environment.

Position Salary Range:

• $21.20/hr - $24.04/hour

Essential Duties:

• Provide comprehensive administrative support to department leadership, faculty, staff, and unit operations, ensuring efficient day-to-day administrative functions.

• Manage front-office operations by serving as a primary point of contact for students, faculty, staff, visitors, and external stakeholders; responding to inquiries and directing requests as appropriate.

• Coordinate personnel and payroll-related activities for student employees, including processing hiring transactions and serving as the department Time Administrator by monitoring and approving student employee time records.

• Provide financial and procurement support by processing purchasing transactions, obtaining quotes, reviewing invoices, reconciling documentation, and ensuring compliance with university policies and procedures.

• Coordinate departmental meetings, events, and special programs, including scheduling, logistics, communications, room reservations, catering, and vendor coordination.

• Manage academic and departmental space scheduling, including coordinating classroom, conference room, and event space reservations, maintaining departmental schedules, and supporting final examination scheduling.

• Maintain departmental records and operational systems, including inventories, facilities-related documentation, calendars, correspondence, mail distribution, and other administrative records in accordance with university requirements.

• Support departmental facilities and operational needs, including coordinating office moves, monitoring shared spaces and equipment, and serving as a liaison with university service providers.

• Build and maintain collaborative working relationships with department leadership, faculty, staff, students, and university partners to support departmental goals and ensure effective communication.

• Interpret and apply university policies, procedures, and administrative guidelines while maintaining confidentiality, ensuring compliance, and identifying opportunities to improve administrative processes and operational efficiency.

Desired Qualifications:

• Experience providing administrative support in a higher education or comparable professional office environment.

• Experience delivering excellent customer service while demonstrating strong organizational, problem-solving, and decision-making skills.

• Experience processing personnel transactions, including hiring, onboarding, payroll, or timekeeping for student employees or other personnel.

• Experience handling confidential and sensitive information with discretion.

• Evidence of effective verbal and written communication skills and the ability to build collaborative working relationships with diverse stakeholders.

• Experience using Microsoft Office applications and enterprise systems such as Workday, PeopleSoft, or similar financial and human resources systems.

• Experience coordinating academic scheduling, meetings, events, or other complex administrative activities.

Working Environment:

• Work is performed primarily in a standard, climate-controlled office environment. Activities require frequent sitting, standing, walking, and use of a computer and other standard office equipment. Requires the ability to communicate effectively. May involve bending, reaching, stooping, and occasionally lifting or moving materials weighing up to 20 pounds. Work requires regular interaction with faculty, staff, students, and external stakeholders and the handling of confidential and sensitive information. Exercises independent judgment in applying established policies, procedures, and guidelines to accomplish assigned responsibilities.

Department Statement:

The W. P. Carey School of Business at Arizona State University is the largest and one of the top-ranked public business schools in the United States with more than 25,000 students. The school is internationally regarded for its programs and the research productivity of its distinguished faculty members. Students come from more than 120 countries, and W. P. Carey is represented by over 130,000 alumni worldwide.

W. P. Carey prides itself on being a place Where Business is Personal.® We value personalization, access, and excellence in business education and believe business is about people. Our motto reflects a commitment to mutual respect, building community, and positively impacting lives. We’re proud of that commitment, and look forward to it shaping your experience at W. P. Carey. Learn more at wpcarey.asu.edu.

Driving Requirement:

Driving is not required for this position.

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:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.