At Arizona State University, we measure ourselves not by whom we exclude, but rather by whom we include and how they succeed. In Admission Services, we are passionate about helping students find their right university fit and working together as a team to achieve our enrollment goals. If you are solution-oriented, love helping people, believe in the transformative power of higher education and enjoy working in a fast-paced environment, then you will thrive in Admission Services.

This position has a role within the Document Management Team within Admissions Services that works closely with leaders to support the functioning of the Document Management area. Office Specialist, Document Management, Onboarding and Training Specialist provide a line of support to student supervisors, student workers and temporary staff and assists with oversight of training and providing advice to this group as assigned. The position provides an opportunity to grow leadership skills and learn department technologies while working collaboratively within the larger Document Management team.

The Document Management team is responsible for all incoming admission documents which includes document intake, mail preparation, scanning, data entry of biographical data to match transcripts to students and the data entry of coursework from transcripts. Documents include postsecondary and secondary records for both domestic and international transcripts and admissions related materials. The functions of this area are key to ensuring that all applicant materials are received, processed in an accurate and timely manner so that applicants may be reviewed for admission.

Other duties this position will assist with include ensuring appropriate staffing, assisting with onboarding of student workers/temporary staff and providing training as needed. This team is heavily reliant on student workers and temporary workers for the operations of the department and hiring/onboarding happens consistently throughout the year with an average of 65 students/temps going through the hiring process in each hiring group.

An ideal candidate has experience with communicating goals, adhering to policy and procedures, motivating team members, assessing and tracking performance, and providing help to management, including helping with hiring, training and keeping management up-to-date on day-to-day functioning. The responsibilities of the area are broad in scope and task-oriented, encompassing a wide variety of activities requiring agile shifts in priorities. The team works at a faster-than-average pace and helps manage priorities to hit service and performance expectations and sustain results over time.

Characteristics of a Successful Candidate:

• Tenacity and resilience in a fast-paced, and sometimes ambiguous environment.
• Confident, authentic, and professional communication.
• Ability to work effectively with diverse teams.
• Ability to take initiative and solve problems with minimal guidance.
• Ability to learn quickly and teach and mentor others.
• Comfortable working with a variety of technologies such as general computer use and using a variety of computer programs with minimal guidance.
• Ability to shift between priorities to drive business results with minimal lead time and guidance.

Clerical & Admin Support

Admission Services

Full-Time

EXEC VP/PROVOST

Open

This is not a grant funded position and is not contingent on future grant funding.

$20.00 per hour

23-May-2023

01

• Examines and evaluates foreign and domestic academic documents (secondary and post-secondary).
• Applies functional knowledge and responds to matters requiring knowledge of department policies and procedures; researches and interprets a variety of information within defined limits.
• Analyzes and resolves personnel or system related problems within defined limits.
• Performs data collection, analysis, reporting, documentation and other duties to ensure accurate and timely processing.
• Recommends new or revised department policies and procedures; assists with coordinating and implementing approved changes as assigned; updates affected policy/procedure manuals as assigned and assists with communicating changes to the team as assigned.
• Responds verbally or in writing to inquiries/problems and makes necessary adjustments of a routine nature.
• Acts as contact for assigned function with outside organizations or other departments and ensures necessary follow up occurs.
• Develops and maintains effective working relationships with other areas.
• Works/assists with other duties as assigned.

Specialty Duties

• Assist in other duties regarding onboarding, hiring, hiring documentation and training functions during peak processing periods or as needed:
• Assists in hiring/training of all employees (new or continuing student supervisors, student verifiers and temporary staff) as assigned.
• Recommend new or revised training methods.
• Assists in creating and maintaining new hire onboarding documentation.
• Maintains documents such as personnel records, training documents, and staff production as assigned; checks adherence to policy and procedures and monitors/checks for accuracy.
• Assists in ensuring new hires complete all compliance training necessary for access.
• Assist with tracking training progress of team to meet departmental goals and service expectations
• Assist with monitoring and coordinating activities of student supervisors, student verifiers and temporary staff
• Assists in scheduling new employee training.
• Assists in scheduling all new employees and coordinating new employee activities.
• Assist with weekly scheduling of all student staff.

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.

• Experience with teaching and mentoring others.
• Experience in effective communication skills and interpersonal communication.
• Experience in analyzing and interpreting complex documents.
• Experience with troubleshooting computer/electronic related issues.
• Experience planning, analyzing and coordinating activities and establishing priorities.
• Experience with Microsoft Office Suite (with high proficiency in excel) and familiar with ASU software including (PeopleSoft, Salesforce, AppXtender and Onbase).
• Experience with the principles and practices pertaining to Admissions.
• Experience in establishing and maintaining effective working relationships with diverse populations.
• Experience coordinating activity of others and who can work both within a team and independently.

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. Occasional 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. Job activities require knowledge and ability to learn various computer programs.

In support of the university’s mission and goals, Academic Enterprise Enrollment creates, promotes and institutionalizes the broadest possible awareness of ASU as the New American University by utilizing a variety of data-informed strategies to enroll a diverse student population representative of the vision of Arizona State University. AEE brings discipline to the formulation of enrollment strategy and the refinement of enrollment processes, and is an effective collaborator with our college and school colleagues and other enrollment partners within the Academic Enterprise, Knowledge Enterprise and Learning Enterprise. AEE is comprised of the following units: Academic Enterprise Communications; Admission Services; Financial Aid and Scholarship Services; University Registrar Service; the Pat Tillman Veterans Center; and the International Student and Scholar Center.

Academic Enterprise Enrollment Core Values:

• Make the human connection: We commit to listen, offer empathy and show compassion.
• Drive success with teamwork: We solve problems with collaboration and creativity.
• Promote a thriving community: we recognize work-life balance and embrace our individual differences.
• Go above and beyond: We share our time, talents and expertise to make an impact in all that we do.
• See the extraordinary through our efforts: We support those who are pursuing their dreams.
• Lead with respect and positive intent in every situation: We communicate openly, genuinely, and with transparency.
• ASU offers an array of employee benefits, including reduced tuition for employees, their spouses and dependents; competitive rates for health and life benefits; a wellness program; disability and leave program; paid holidays; and retirement programs. Visit https://cfo.asu.edu/hr-benefits for further details, as well as https://cfo.asu.edu/hr-applicant for a message to future ASU employees.

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.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, 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 PD 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.

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

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Application deadline is 3:00PM Arizona time on the date indicated.

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.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.