Program Specialist

Access ASU is dedicated to increasing access to higher education and preparing Arizona students for success through family engagement, strategic K-12 education and community partnerships. Access ASU’s programs and initiatives are designed to ensure all Arizona students graduate high school ready to thrive in college and the 21st century workforce.

The Access ASU Families Team seeks a highly-motivated, energetic, and articulate Operations Specialist to join our high-performing team to support, execute and coordinate fiscal and administrative activities specific to the goals and objectives of the Access ASU Families Team (WeGrad and HMDP programs). This position reports to the Director of the Access ASU Families Team.

The Program Specialist must be able to work well independently in a fast-paced, flexible environment, provide a high level of customer service to both the university and external communities, and make a strong contribution both as an individual and team player. The Program Specialist will require experience with the office management, event coordination, database management, and fiscal oversight, in addition to evidence of effective time management skills and a learning mindset. A successful candidate will have the ability to interpret guidelines, procedures, policies and practices. The incumbent will require the use of fiscal vocabulary, tact, discretion and judgement.

Regular Schedule: In-person, 8:00 a.m. - 5:00 p.m. Monday – Friday, however, every team member must count on working during evenings and weekends, as needed. Work location is at the ASU Downtown campus, at the Mercado building.

What’s in it for you:
Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes: (Click here to explore options)

• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
• Low-cost health, dental, vision, and life insurance benefits.
• Retirement program designed to promote long-term savings and provide income upon retirement.
• Paid time for volunteer and professional development.
• 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period.
• Wellness program for preventative health education and screenings.
• Disability and leave program for income protection.
• Employee assistance for free and confidential behavioral health services.
• ASU Discounts to sports/events along with discounts with ASU partnerships.
• Flexible work arrangements are available, but will be based on the work and the needs of the university and department operations and pending leadership approval.

• Fiscal responsibilities include ordering and completion of purchase request forms, associated delegation forms, requisitions, purchase orders, and the request of vendor quotes, reconciling invoices.
• Coordinate, create, monitor, manage and reconcile contracts between schools, and/or districts, and/or community-based organizations; following fiscal and business operations guidelines.
• Establish and maintain successful communications with fiscal services on all aspects of business operations.
• Work collaboratively to achieve objectives and goals.
• Manage the “Production Center” which involves the weekly printing requests, packaging, labeling and delivery of classroom materials for the WeGrad program, which are distributed to every facilitator on a regular basis.
• Order curriculum materials, and all of the supplies required for the pick-pack operations of the production center.
• Oder supplies and equipment in accordance with department guidelines, maintains property records of property control, coordinate surplus removal of equipment and/or materials to be destroyed.
• Submits orders for facility operations maintenance requests.
• Executes and coordinates office operations such as meetings, conferences, workshops, and special events.
• Attend and participate in staff meetings, ongoing professional development and training opportunities.
• Regularly travel to off-campus meetings and events, as needed, using personal vehicle and possess a current Driver’s License.
• Coordinate purchase and travel reimbursements for the team.
• Assists staff in coordinating necessary travel arrangements, including filing travel authorizations for the unit.
• Adapt to quickly changing priorities.
• Answer phone calls and update call log from families looking for additional assistance or information on related programs and events.
• Communicate effectively both orally and in writting.
• Provide support for all Access and ASU administrative support services (office placards, technology inventory, business cards, IT requests, etc.).
• Perform other duties as assigned.

Bachelor's degree in a related field AND two years administrative/coordination experience; OR Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

• Bilingual in Spanish/English is a must as more than 85% of the Access ASU Families are first-generation immigrant families who come primarily from Spanish-speaking countries.
• Experience in reading, analyzing, and interpreting general periodicals, professional journals, etc.
• Experience in writing reports, business correspondence, social media posts, and program/activity plans.
• Ability to grasp concepts related to finance and accounting.
• Experience in preparing financial reconciliations and expense tracking reports.
• Experience using fiscal platforms (e.g., Workday).
• Experience in work that requires being detail oriented.
• Experience working with college preparatory programs that serve first-generation and/or low-income students.
• Evidence of effective communication skills.
• Experience managing multiple projects and prioritizing workload.
• Demonstrated knowledge of basic computer skills, including use of MS Office applications (e.g., Word, Excel, PowerPoint, Publisher, Access, Outlook), social media (e.g., Facebook, Twitter, etc.), Google Drive and ASU computer systems (e.g., PeopleSoft, Salesforce, Canvas, etc.).

• Access ASU is located across all four campuses.
• Requires a clean driving record, a valid Arizona driver's license, adequate automobile insurance, and a vehicle drivable for distances across to all four ASU campuses. Employees receive travel reimbursement per applicable university policy.
• Use software and computer equipment (monitor, keyboard, mouse) for extended periods of office equipment (i.e., printers, copiers, telephones
• Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting or standing.
• Daily use of desktop or laptop computer is required including inputting, reviewing, and retrieving information, extended periods of viewing screen, and using mouse and keyboard.
• Ability to clearly communicate to perform essential duties.
• Lift up to 35 pounds.
• Regular activities require the ability to be flexible and adapt to quickly changing priorities
• Walk throughout campus for meetings or events, regardless of the weather.

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.

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.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.