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Office Specialist At Arizona State University

Location: Tempe, Arizona

Job Description

52386BR
Campus: Tempe
Office Specialist

Job Description

The School of Earth and Space Exploration seeks an Office Specialist to work closely with the Coordinator Sr. to support the operation of the NASA Space Grant research training grant and other post-award program administration, operations, and reporting duties. This position will report to the Coordinator, Sr.

Job Family

Clerical & Admin Support

Department Name

School Of Earth & Space Explor

Full-Time/Part-Time

Part-Time

VP Code

EXEC VP/PROVOST

Scope of Search

Open

Grant Funded Position

This is a grant funded position. Continuation is contingent on future grant funding.

Salary Range

$13.92 - $15.38 per hour; DOE

Close Date

04-June-2019

Category

01

Essential Duties

  • Processes Space Grant undergraduate and graduate student hires, terminations and split funding agreements.
  • Maintains job records, position accounting, payroll redistributions and reconciliation.
  • Runs periodic reports for verification of intern job records.
  • Manages updates to updated HR practices and attends all pertinent trainings and refreshers to ensure current knowledge base of processes and policies concerning HR practices within Space Grant.
  • Assists with coordination and processing of student application process, review of students, retrieval and verification of material submitted by student applicants.
  • Assists with advertising internship and fellowship opportunities when awards are available each year to ASU departments, classrooms, and listservs.
  • Reconciles and reports purchasing card transactions according to department procedures.
  • Creates, submits and files supporting documentation for all financial transactions per ABOR policy
  • Manages purchasing requests and payment reconciliations, reviews travel expenses and travel reimbursements using CONCUR travel system.
  • Purchases materials and supplies and equipment for the department through internal procurement services/programs as well as price shopping outside vendor options in accordance with university policies and grant stipulations.
  • Works closely with the Coordinator Sr. and Director to perform other duties as assigned.

Minimum Qualifications

Three (3) years of office/clerical experience, which includes one (1) year in a directly related function; OR,Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

  • STEM education/Experience working with NASA preferred
  • Experience in abstract writing, research project preparation and presentation
  • Experience with coordination, team building, and demonstrated leadership with space research related projects
  • Experience working with and maintaining longitudinal student databases
  • Experience processing graduate fellowship stipends
  • Experience with scientific event management such as compiling abstract program, set up, tear down, and managing registration
  • Experience with collecting and organizing informal education data for NASA reporting.
  • Experience with outreach and recruitment tabling at scientific poster sessions and other events
  • Experience with creating orientation training modules
  • Experience in using critical thinking, problem solving, organizational skills, and good judgment in implementing duties
  • Evidence of effective communication skills, both verbal and written
  • Experience working with Microsoft Office Suite (Word, Excel, PowerPoint)
  • Evidence of being self-motivated and experience in adapting to rapidly changing scenarios

Working Environment

Professionally represent department/program, work collaboratively across various departments within the school and university as well as with diverse populations and groups, use computers effectively, including inputting, reviewing and retrieving information, extended periods of viewing screen, using mouse and keyboard, and sitting, communicate effectively both orally and in writing, use of standard office equipment, including multi-line telephone, fax, copier, scanner, PC-based computer and accessories, lift and carry up to 25 pounds.

Department Statement

The School of Earth and Space Exploration integrates astrophysicists, Earth scientists, planetary scientists, and instrument‐building engineers into a unique trans-disciplinary faculty, and we are dedicated to both research and education. Our school stretches over 7 buildings, and includes more than 60 faculty members, 120 graduate students, and about 500 undergraduate majors. We are the home of major research and innovative education initiatives, and we are also active in outreach and informal education. We are dedicated to a positive, collaborative workplace, and to supporting the goals and development of everyone here.

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 90,000 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 www.asu.edu/tobaccofree

AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will be considered without regard to race, color, sex, religion, national origin, disability, protected veteran status, or any other basis protected by law.

Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

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.