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 direc