The Clinical Research Services (CRS) unit offers an exciting opportunity for an Administrative Specialist to join our team. The Administrative Specialist will work under the administrative direction of the Senior Director of Clinical Research Operations. The ideal candidate is eager to work as a member of the CRS team and interface with individuals from diverse groups and backgrounds, detail-oriented with excellent time management skills, upholds confidentiality, able to work independently under general direction, and provides a professional and welcoming presence to persons visiting the CRS space.
The successful candidate will perform varied administrative work to support the CRS unit and senior leadership and greet research participants and other visitors to the CRS space. The Administrative Specialist will perform various administrative work requiring initiative and independent judgment. Responsibilities may include but are not limited to monitoring budget and account expenditures, tracking purchases and shipments, maintaining official records or documents, and implementing 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 the use of business vocabulary, tact, discretion, and judgment.
Job Family
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Department Name
Full-Time/Part-Time
VP Code
Scope of Search
Grant Funded Position
Salary Range
Close Date
Category
Essential Duties
- Provide administrative support to supervisor and professional staff in areas such as maintaining calendars, scheduling appointments, and maintaining record-keeping systems.
- Develop and maintain databases and/or spreadsheets.
- Prepare special and recurring reports containing specialized or sensitive information.
- Order supplies, furniture, equipment, and/or textbooks following department guidelines; authorize/approve expenditures or actions for administrative and operational needs, which may require high-level signatures.
- Provide 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.
- Coordinate 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.
- Execute and coordinate office operations such as office moves, meetings, conferences, training, workshops, convocations, and/or special events; coordinate building and equipment maintenance requests; and maintain keys and key logs for the department.
- Respond to inquiries by providing information requiring comprehensive knowledge of university policies and procedures; interprets administrative decisions and policies to other staff.
- Prioritize and arrange meetings, conferences, and appointments for supervisor and professional staff
- Make all necessary travel arrangements and itineraries; prepares and file travel authorization and travel vouchers for supervisor, staff, and/or guest lecturers; determine and prepare background materials as needed.
- Serve as liaison to faculty, staff, students, alums, and the general public in facilitating CRS programs, requests for information, or complaints.
- May supervise or coordinate the activities of subordinate employees, including orienting and training new staff and student employees.
- Perform 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 in using PeopleSoft
- Experience in working in a higher education environment
- Experience using BrassRing
- Experience in using Microsoft Office Suite
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
ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way. To learn more about how Knowledge Enterprise is a place for your career to grow, visit https://research.asu.edu/about-us/careers.
At Knowledge Enterprise Clinical Research Operations, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team.
Working at ASU has additional perks and OUTSTANDING benefits, which include health, dental, and vision insurance plans; life insurance and disability programs; sick leave and holidays; ASU/UA/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to ASU recreation and cultural activities; and more. To estimate the value of your total compensation, please visit https://cfo.asu.edu/compensation-estimator.
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 https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco
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 https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.
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Employment Verification Statement
Background Check Statement
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 and cover letter 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.
