Front Office Specialist

Job Profile:

Administrative Support Assistant 2 Non-Exempt

Job Family:

Administrative Support

Time Type:

Part time

Max Pay – Depends on experience:

$21.15 USD Hourly

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 Description:

The part-time Office Specialist is responsible for a range of office duties supporting the unit’s operations. This includes managing front desk activities, coordinating student recruitment efforts, and assisting with initiatives focused on student retention and persistence. Guidance and leadership are provided by the supervisor for complex issues or matters requiring authorization.

Position Salary Range:

$21.15 per hour

Essential Duties:

• Maintain a professional, organized, and welcoming front office space.
• Manage front office communications, including greeting and assisting visitors, answering and directing phone calls, and responding to inquiries related to the School of Art.
• Receive, log, and distribute notifications regarding incoming packages promptly and accurately.
• Oversee the daily opening and closing of the Harry Wood Gallery.
• Stay informed and comply with current policy and procedure manuals, onboarding handbooks, and presentation materials.
• Coordinate with vendors and contractors to facilitate administrative programming, events, and staff activities.
• Partner with the Student and Community Engagement Manager to plan and execute student recruitment events on-campus, off-campus, and virtually.
• Support the planning and execution of student engagement events in collaboration with the Community Engagement team across various locations and formats.
• Strategically contribute to recruitment event planning to ensure alignment with unit goals.
• Maintain a thorough understanding of the unit’s recruitment, retention, and persistence objectives and associated metrics.
• Continuously evaluate and benchmark personal performance to drive successful outcomes and improvements.

Desired Qualifications:

• Three years of office/clerical experience.
• Experience using SalesForce, Canva, Photoshop, and/or InDesign.
• Comfortability speaking in front of both large and small groups of people.
• Experience working with High School students.
• Current IVP Fingerprint Clearance Card.
• Knowledge of organizational methods and ability to record and compile material for reports.
• Knowledge of a wide range of software, design concepts and social/digital media platforms and practices.
• Ability to utilize multiple existing applications or systems while maintaining an openness to new and developing tools.
• Knowledge of practices and terminology of assigned functions.
• Knowledge of basic applications used to communicate with internal and external customers.
• Skill in communication and ability to utilize collegial interpersonal skills to maintain effective working relationships. 

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.
• Working events throughout the work week. Some work on nights/weekends may be required.
• Ability to communicate effectively to perform essential duties.

Department Statement:

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we’re designing not just new careers, but new systems of care, connection and possibility.

https://herbergerinstitute.asu.edu/

Why work at ASU - https://cfo.asu.edu/why-work-asu: 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. Dean or vice president-level approval is required.

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 Workdayusing the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$14783.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

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.

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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.