Administrative Assistant

Job Profile:

Administrative Support Assistant 2 Non-Exempt

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$24.04 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 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, sta