Job Profile:
Administrative Operations Specialist 3
Job Family:
Administrative Operations
Time Type:
Full time
Max Pay – Depends on experience:
$65,000.00 USD Annual
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:
Arizona State University’s W. P. Carey Career Services Center team is seeking a Systems and Operations Program Manager who shares our passion for simplifying complex talent acquisition processes through streamlined systems and technology platforms. If you like working with professionals to leverage technology systems to make the job market simpler, applying critical thinking skills to make decisions, manage vendor relationships to create long-term success for both parties, and are looking to develop and grow your own career, this may be the role for you!
This position on the Operations team is responsible for overseeing, organizing, and optimizing systems, operations, and technology, while also supporting and maintaining various client relationships at the W. P. Carey School of Business. This role involves a balance of strategic planning for multiple stakeholders and day-to-day management to support the career services department’s goals, with a strong emphasis on ensuring operational excellence and optimizing systems to enhance student and employer engagement.
This position is a part of the Operations team, reporting to the Director of Operations. The Operations team at-large works in collaboration with our Employer Engagement and student-facing Career Management teams to help educate employers on the best ways to connect with students and alumni. This position also works collaboratively with external partners to CSC including student-led organizations, ASU Career Services, TSO, and the larger university, to define partnerships and ensure we have the resources necessary for success.
Salary Range: $60,000 - $65,000; to commensurate with education and experience
Minimum Qualifications:
Bachelor's degree in a related field AND five years administrative/coordination experience; OR, Master's degree in field appropriate to area of assignment AND three years administrative/coordination experience; OR Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
Essential Duties:
Systems management
Lead the management and optimization of career services systems and platforms (e.g., career management platform: Handshake, ERM: Career Forge, and other systems used by our career management and employer engagement teams) to ensure effective and efficient use by staff, students, and employers
Develop and implement operational workflows and processes that improve efficiency, consistency, and service quality across the department within our systems
Oversee training, documentation, and support for staff on systems and technology tools
Identify and troubleshoot technical or operational issues, liaising with university partners and vendors when necessary
Monitor system performance, usage data, and user experience to make recommendations for enhancements
Manage cross-functional projects that improve the integration of systems and operations with career education, employer relations, and event delivery
Ensure compliance with institutional data security and accessibility standards while implementing best practices in system usage
Program operations
Manage day-to-day administrative and operational needs for WPC co-op program in collaboration with the Employer Engagement team
Support employer partners with back-end access and systems questions for access, job postings, and general questions regarding process and timelines for co-op program
Facilitate and manage the resume book collection process for all requests ranging from full-time MBA students to ad hoc undergraduate students. Specifically focused on the resume book collection and pulling process for the co-op program
Support event and engagements associated with the co-op program (ie. parent webinars, student Q&A’s, etc.)
Client and stakeholder management
Support and maintain relationships with software and system vendors
Manage, build out, and support co-op program with support of employer engagement team
Manage 700+ W. P. Carey employer Handshake accounts and serve as the resource by sharing knowledge of the platform
Build and maintain relationships with student led clubs, leaders, and faculty advisors, etc.
Collaborate with other ASU career centers on navigating systems and software’s
Serve as point of contact to all career and partner vendors
Professional practice
Maintain a working knowledge of local and national employment university recruiting trends and their actual and potential impact on the hiring of college students and graduates
Learn best practices in the business of talent and how that is operationalized at W. P. Carey for existing, developing, and new recruiting partners
Understand student profiles, degree programs, and career navigation programming for the W. P. Carey student populations
Desired Qualifications:
Demonstrated experience using and managing technology platforms or CRM systems
Evidence of effective communication skills, both written and verbal, with the ability to work collaboratively across teams
Experience supporting diverse stakeholders and managing multiple projects simultaneously.
Experience managing and optimizing career services platforms (e.g., Handshake, Simplicity, Career Forge, Salesforce, or similar CRMs)
Demonstrated success in process improvement, workflow design, and operational efficiency in a higher education or business services setting
Experience leading cross-functional projects and coordinating multiple stakeholders to deliver system or process outcomes
Strong technical aptitude with the ability to troubleshoot, evaluate, and enhance system performance
Familiarity with data security, accessibility, and compliance standards in higher education
Proven ability to create training resources and deliver training sessions for diverse user groups
Strong problem-solving skills, with the ability to anticipate operational needs and recommend proactive solutions
Working Environment:
Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%) Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (15%) Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts. Ability to clearly communicate verbally, read, write, see and hear 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, telephone and associated computer/technology peripherals.
This position is based on-campus at ASU’s Tempe Campus. Scheduled hours are Monday through Friday, with occasional extended hours, including early mornings, evenings and/or weekends. The team is currently offering flexible work arrangements in a hybrid structure.
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.
Hybrid work is an arrangement where employees spend a minimum of 60% of their regular work week at their primary ASU work location. Dean or vice president-level approval is required.
Department Statement:
The W. P. Carey School of Business at Arizona State University is the largest business school in the United States with more than 23,000 students and 120,000+ alumni worldwide. From our world-renowned faculty representing six continents to thousands of outstanding students who join us every year, the W. P. Carey School welcomes Inclusive Excellence and encourages global thinking. The W. P. Carey School is internationally recognized for its leadership in business education, groundbreaking research and innovation, and renowned faculty, making us one of the top-ranked business schools in the country.
W. P. Carey prides itself on being a place “where business is personal.” Business is personal means that kindness, courtesy, and respect lead our actions. We care for each other and support one another. We’re proud of that commitment, and look forward to it shaping your experience at W. P. Carey. Learn more at wpcarey.asu.edu.
All we do at ASU is guided and inspired by the University Charter, which reads:
ASU is a comprehensive public research university, measured not by whom it excludes, but by whom it includes and how they succeed; advancing research and discovery of public value; and assuming fundamental responsibility for the economic, social, cultural and overall health of the communities it serves.
The W. P. Carey School of Business continually strives to foster a welcoming and inclusive environment.
Driving Requirement:
Driving is not required for this position.
Location:
Campus: Tempe
Funding:
No Federal Funding
Instructions to Apply:
Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:
https://www.myworkday.com/asu/d/inst/1$9925/9925$13523.htmld
To be considered, your application must include all of the following attachments:
Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.
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. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.
Need help finding the right job?
We can recommend jobs specifically for you! Create a custom Job Alert by selecting criteria that suit your career interests.
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.
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.
Business & Strategy (1)