About the role
Job Profile: Administrative Operations Specialist 2
Job Family:
Administrative Operations
Time Type:
Full time
Apply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications:
Bachelor's degree and three (3) 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 routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.
Job Description:
The School of Life Sciences (SOLS) graduate programs office is seeking a program coordinator for its fast-paced, collaborative, and dynamic office. Under general supervision, this individual will coordinate and advise current graduate students to successfully steward PhD programs. The graduate office is looking for a high-performing, positive, proactive, and service-oriented individual with excellent attention to detail and a desire to work with our group of prospective and current students. This role acts as a key contributor to promoting and supporting our master’s programs and timely progress towards degree completion. A strong candidate will be comfortable and adept at providing guidance and program-related administrative support to students, faculty, and administration. This position will allow for opportunities for advancement and professional growth.
Position Salary Range:
$50,000 - $55,000; DOE
Essential Duties:
Serve as backup on office communications (phones, foot traffic into suite, Salesforce, advising questions and appointments when others are out of the office).
Review and maintain student records using internal and external systems (iPOS, DARS, Microsoft Office, PeopleSoft, Google Sheets, Canvas, Student Success Site, Airtable, etc.), and provide data as requested.
Gather information upon request to prepare administrative reports and documents for upper leadership regarding student progress, student retention, and other office processes.
Provide guidance and suggestions on current processes and provide opportunities for improvement and efficiencies where appropriate.
Provide backup for other program coordinator positions as needed to ensure the continuity of department operations and to meet department needs.
Perform additional duties as assigned
Oversee the PhD programs, which will include but not be limited to:
1. Assist with faculty endorsement requests, obtaining information and approvals from relevant faculty to assist students with setting up their committees.
2. Pull various reports semesterly to ensure students are on track with their degree progress and inform upper leadership if and when issues arise.
3. Review and process master’s in passing requests.
4. Work closely with Graduation Office during semester close to verify PhD students applying for graduation have satisfied all requirements and are moving through the steps toward degree conferral.
5. Coordinate approval of comprehensive exams and prospectus defenses, collecting information from students, sending out information requests to supervisory committee members, and informing the grad advisor when the exam is completed and can be recorded in iPOS. Update student files for record retention and database
6. Process and track overrides for students to enroll in required courses and ensure PhD students are enrolling in appropriate course(s) based on individual program progress.
7. Assist PhD students with room scheduling requests when booking rooms for their defenses, ensuring students have appropriate equipment, room size, etc. and are complying with SOLS room reservation policies.
Assist with reviewing the information available to students, including monitoring and helping with text updates on the website, handbook, email templates, and other process guides, etc., to ensure SOLS is properly providing students with the latest information. Work with other departments and SOLS offices to ensure that all graduate program information abides by university policies.
Help with the processes of monitoring, revising, and implementing new accelerated BS/MS pathways, which will involve operating in our curriculum management system and collaborating with faculty and staff in undergraduate programs, both in and outside SOLS.
Work with the SOLS graduate office team to provide an excellent orientation to the admitted accelerated BS/MS, MS, and PhD students.
Collaborate with undergraduate advising teams in and outside SOLS to train and inform them so that they have accurate information about the accelerated BS/MS programs and can promote them to good candidates early in their undergraduate careers.
Perform additional duties as assigned.
Desired Qualifications:
Experience working in higher education
Experience working in a fast-paced office environment
Experience in work that required excellent attention to detail
Evidence of effective communication skills
Experience with PeopleSoft, Salesforce, Microsoft Office Programs (especially Excel), Dashboards, Analytics, Canvas, Google docs, Dropbox, and Airtable
Ability to recognize complex issues and alert leadership to proactively address problems
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 use of standard office equipment.
Department Statement:
The School of Life Sciences (SOLS) has provided a vital hub for creative excellence at Arizona State University, with more than 670 faculty, graduate students, postdoctoral fellows and staff, and research that ranges from studies on biodiesel and biohydrogen to vaccine development and the conservation of whales. As ASU’s first academic unit to fully reflect President Michael Crow’s integrated, interdisciplinary vision for the New American University, the School of Life Sciences offers active and evolving platforms for collaborative, cutting-edge research and faculty whose discovery is freed from traditional institutional boundaries.
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 confir