Business Office Coordinator

Salary Range:

$20.00 - $26.00 USD hourly.

As part of Arizona State University’s charter to provide access and excellence, ASU Preparatory Academy (ASU Prep) shares this commitment by demonstrating all students can achieve at the highest levels, regardless of their background. To scale our current impact, ASU Prep is advancing a major expansion program taking fundamental responsibility for the communities we serve.

The Business Office Coordinator provides direct support to the Administrative Services team in daily operational and project needs, providing excellent customer service to students, families, staff, and external stakeholders. The Business Office Coordinator is responsible for operational activities that support the organization and is responsible for managing projects and handling non-routine situations by using good judgment and leveraging policies, procedures and practices. To be successful in this role, this individual must be exceptionally organized, detail-oriented and self-directed. Due to the level of this position, this individual must be a thoughtful and confident decision maker who is able to come to sound conclusions, act upon those quickly, and effectively communicate to all involved parties. To best fit with our ASU Prep culture, this individual will be eager to learn and grow with a dynamic team and can provide examples that demonstrate excellence and knowledge in all areas of responsibility for this role.

QUALIFICATIONS:

• Associate’s degree or higher, preferred.
• 3 years’ experience in a customer service, administrative assistant or equivalent position, required.
• Ability to read, speak, and/or write in Spanish, preferred but not required.
• Active AZ Department of Public Safety (DPS) IVP Fingerprint Clearance Card or equivalent.
• Any equivalent combination of experience, training and/or education from which comparable knowledge, skills and abilities may be considered. 

DUTIES AND RESPONSIBILITIES:

• Primary key holder responsible for opening and closing the Business Office Monday - Friday.
• Maintains the Business Office coverage calendar, responsible for ensuring staffing needs are balanced, parking passes are available and all staff are equipped to access the office with a Sun Card.
• Ensures the office environment is clean, organized, safe, and well-maintained. This involves managing facilities, cleaning, coordinating repairs, maintenance, parking, overseeing all office security measures, and making recommendations to improve the shared office space.
• Provides exemplary support in the office, which includes greeting visitors, providing assistance or direct inquiries to the appropriate individuals or departments, and managing the incoming and outgoing mail.
• Provides general administrative support to the Administrative Services executive leadership team, including managing team communications, scheduling appointments, meetings, interviews, answering phone calls, scheduling/planning events, responding to emails, and handling other administrative functions.
• Manages the ASU Prep Intranet including, but not limited to communicating with leadership, managing help tickets, and updating outdated or new information; pull analytics weekly.
• Manages and tracks onboarding and offboarding of admin services team members; completing tasks and communicating as needed; conducts quarterly audits.
• Organizes ASU Prep All Staff Meetings with direction from leadership; create zoom links, send calendar invites; attend meetings to admit attendees and record
• Coordinates meetings, conferences, and events. This involves scheduling, arranging venues, sending invitations, placing orders,  preparing materials, and ensuring smooth logistics during the events.
• Leads two Administrative Services events per month to encourage a positive culture across the team. 
• Supports finance processes such as: purchase requests, travel, invoices, and credit card reconciliations.
• Reviews organization wide processes managed by our department for effectiveness and recommend policy or process changes when needed.
• Leads small to medium size enterprise and department projects.
• Additional duties may be assigned as necessary.

KNOWLEDGE, SKILLS AND ABILITIES:

• Demonstrates excellent reading, writing, computation, technology and communication skills.
• Demonstrates strong organizational skills with the ability to manage multiple priorities. 
• Ability to perform a variety of routine clerical and administrative tasks and meet deadlines.
• Demonstrates ability to communicate effectively both orally and in writing.
• Demonstrates the ability to work collaboratively and build positive working relationships.. 
• Demonstrates ability to maintain strict confidentiality.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit. The employee must use hands, arms and fingers to input data, handle, feel or reach. While performing the duties of this job, the employee may occasionally push or lift up to 20 lbs. such as boxes, supplies, etc. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus, close vision, distance vision, color vision, peripheral vision and depth perception.

LOCATION:  

UCENT 5 days per week

TRAVEL: 

Occasional travel may be required for site visits, meetings, trainings and/or conferences. Locations may vary and may require overnight stays.

This job description is subject to change at any time.