Front Office Coordinator- W. P. Carey School of Business ASU (71658BR)

Employer
W. P. Carey, ASU
Location
Arizona, United States
Salary
Salary Commensurate with experience
Posted date
Sep 16, 2021

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Position Type
Faculty Positions, Business & Management, Business Administration, Administrative, Academic Affairs, Academic Administration
Employment Level
Administrative
Employment Type
Full Time

Job Description

The Department of Marketing in the W. P. Carey School of Business is seeking a detail-oriented, self-starter, who has strong communication skills and is comfortable working in a flexible and multitasking environment.  The successful candidate will work independently under general direction and also work as part of a team, providing backup support and assistance to others as needed.  The position will include general office support to Faculty, Students and Staff. 

Days and Schedule: 8:00 AM to 5:00 PM. Monday-Friday and occasional after hours as needed.

Candidates must be prepared to open and close the office each day and serve as backup to other administrative staff as needed. This position will require you to be on the Tempe Campus.

Essential Duties

  • Serve as primary staff support for Faculty and Students 
  • Serve as primary point of contact and department delegate for Faculty, Staff and Student travel 
  • Coordinate and serve as primary point of contact for travel for external constituents who are speaking at seminars and/or conference engagements – There are 8 out of state Sales Competitions and 2 Sports Business trips that need to be processed through Concur
  • Coordinate and work with Faculty on Annual AACSB spreadsheets and documentation - Annual
  • Back up Sales Program – Events, Competitions, Mixers, Board Lunches 
  • Back up for PhD Program 
  • Responsible for managing and following policy with Department P-Cards
  • Manage the student worker hiring process from start to finish 
  • Manage and supervise office student workers
  • Serve as primary point of contact for booking space for faculty, staff and students
  • Manage both the Department of Marketing’s student information portal and the Marketing Faculty information portal in Canvas 
  • Serve as primary point of contact for technology and facilities related requests (office moves and issues, technology in conference rooms and offices) 
  • Manage keys and key card access for the department 
  • Manage parking validation process for the department’s visiting faculty and guests
  • Manage and order department office supplies 
  • Manage the Department general email and inquiries from Salesforce, compose correspondence to university staff, faculty, students and external parties representing the department
  • Maintaining record-keeping systems through database and spreadsheet entries for various department tasks (Keys, Technology, Offices, etc.)
  • Assist with Tillman Scholars program
  • Assist with updates to the department’s website (Summer Project)
  • Greet and direct students and visitors who stop by the front desk or who call the department office, serving as the first point of contact for students and visitors
  • Open and close the office
  • Provide coordination and support for various department projects as assigned
  • Will serve as back up on department processes (overrides and enrollments)
  • Other duties as assigned

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND three (3) years of related experience; OR, Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

  • Evidence of being organized and prioritizing multiple tasks in a fast-paced and service-oriented environment
  • Evidence of organizational skills with attention to detail and the ability to multi-task easily and efficiently
  • Experience in working  well under pressure in a fast-paced environment
  • Evidence of effective communication skills
  • Experience building working relationships with internal/external constituents in a team setting
  • Experience in providing excellent customer service
  • Experience creating presentations and presenting to groups or individuals
  • Experience in working with Microsoft Office Applications (Excel, Word, PowerPoint, Outlook) and Adobe software
  • Experience in operation of all general office equipment and procedures: fax machines, copier, phone system, overnight mail delivery options and forms, postal services
  • Experience fulfilling an externally facing role in a university/corporate setting

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
  • Ability to clearly communicate to perform essential functions.
  • Arrive at work station promptly for stated shift. Prepare office for open and close. 

Department Statement

The W. P. Carey School of Business at Arizona State University is one of the largest business schools in the United States with more than 15,000 students and 100,000 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 diversity 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. Learn more at wpcarey.asu.edu.

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.

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