Office Specialist Senior, Document Management

Job Profile:

Admission Counselor Assistant 2 Non-Exempt

Job Family:

Student Recruitment and Admission

Time Type:

Full time

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:
Assists in initial evaluation of admission applications as well as initial transfer credit evaluation.

Job Description:

Position Pay Rate: $21.64 per hour

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 leadership role within the Document Management Team within Admissions Services.  The Office Specialist Senior provides the first line of support to student supervisors, student workers and temporary staff and assists with supervising the activities of this group. 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 group are key to ensuring that all applicant materials are processed timely and accurately so that applicants may be reviewed for admission. 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 requires leadership with the ability to help manage priorities to hit service and performance expectations and sustain results over time.

Essential Duties:

• Examines and evaluates foreign and domestic academic documents (secondary and post secondary)
• Assists with supervising, monitoring, or coordinating activities of student supervisors, student verifiers and temporary staff.
• Assists with new employee training and continuous training of student supervisors, student verifiers and temporary staff.
• Assists with hiring of student supervisors, student verifiers and temporary staff.
• Applies functional knowledge and responds to matters requiring comprehensive knowledge of department policies and procedures; researches and interprets a variety of information.
• Authorizes exceptions or clarifies policy within defined limits.
• Analyzes and resolves difficult personnel or system related problems.
• Coordinates or performs data collection, analysis, reporting, documentation and other duties to ensure accurate and timely processing.
• Recommends new or revised department policies and procedures; assist with coordinating and implementing approved changes; updates affected policy/procedure manuals and assists with communicating changes to the team.
• Maintains documents such as personnel records and training documents; ensures adherence to policy and procedures and monitors/checks for accuracy.
• Assist with coordinating, scheduling, and tracking progress of the team to meet departmental goals and service expectations.
• Responds to inquiries, complaints or problems and makes necessary adjustments of a non-routine nature.
• Acts as primary contact for assigned function with outside organizations or other departments and ensures necessary follow up occurs.
• Coordinates with other departments within Admissions Services or within ASU to resolve issues and accomplish goals.
• Develops and maintains effective working relationships with other departments.
• Works/assists with other duties as assigned.

 

Knowledge, Skills and Abilities:

• Knowledge of policies, procedures and terminology within university admissions and document management.
• Knowledge of supervisory practices and principles.
• Evidence of effective communication skills
• Skill in the operation of a variety of office machines and technologies.
• The ability to prioritize time and actions to drive business results in a high volume and repetitive processing environment
• Tenacity and resilience in a fast-paced, and sometimes ambiguous environment
• Confident, authentic, and professional communication
• Ability to lead and work effectively with various teams
• Ability to take initiative and solve problems
• Ability to learn quickly and teach and mentor others

 

Desired Qualifications:

• Evidence of ability to clearly communicate to perform essential functions
• Experience in analyzing and interpreting complex documents
• 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, Raptor and Onbase)
• Experience with the principles and practices pertaining to Admissions
• Experience to establish and maintain effective working relationships with populations
• Experience leading a team
• Applicant must be able to legally work in the United States without sponsorship in ASU now or in the future

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. Occasional bending, reaching, lifting, pushing and pulling up to 25 pounds.

Department Statement:

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 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.

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 confirm that the information provided is accurate and complete.

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 inclusive excellence, 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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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 Police Department 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’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

Employment Verification Statement:

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

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

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.