Front Office Coordinator

Job Profile

Administrative Support Assistant 2

Job Family

Administrative Support

Time Type

Full time

Max Pay – Depends On Experience

$52,000.00 USD Annual

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

Provides routine administrative support to a department or group of professionals in support of department goals.

Job Description

The Front Office Coordinator provides advanced administrative, operational, and supervisory support for a high-traffic academic/administrative unit. This position oversees daily front-office operations, manages office workflow, supervises students, and ensures efficient coordination across all unit areas. The role requires strong judgment, multitasking, and communication skills to maintain professional and efficient operations that reflect the department’s mission and standards

This position is Full-time and 100% In-person

DAYS AND SCHEDULE: Monday – Friday 8 a.m.-5 p.m.

Position Salary Range

$48,000 - $52,000 per year; DOE

Essential Duties

Front Office Operations & Communication

• Serve as the primary point of contact for faculty, staff, students, visitors, and external partners.
• Manages the main phone line, triages complex inquiries, and provides immediate assistance or referral.
• Maintains a professional, organized front-desk and reception area.
• Supports events and onsite activities as needed.
• Manages incoming and outgoing mail, deliveries, and distributes keys.
• Ensures continuity of daily operations and flow within the main office of SMS.
  
  

Supervision & Student Staff Oversight

• Recruit, train, schedule, and supervise front-office student workers.
• Assigns and monitors daily tasks; ensures quality service delivery and adherence to standards.
• Provides ongoing performance feedback to students, guidance, and support for development.
• Manages timekeeping and workflow scheduling to meet operational needs.
  
  

Front Office Operations and Academic Support

• Coordinate office resources and workflows to support faculty and leadership needs.
• Manage exam hand offs, completion routing, and distribution in coordination with instructors and teaching assistants.
• Processes copy/print orders, and course material preparation.
• Prepare reports, maintain records, and ensure accuracy of departmental databases and files.
• Maintain and run office equipment, including photocopiers and automated grading machines.
• Assist instructional staff with exam materials, lab equipment, regalia, and classroom logistics.
• Support coordination of instructional resource distribution.
• Main Office Financial Operations
• Processes and tracks general supply requests for administrative areas and staff.
• Orders using Workday and maintains inventory of supplies over the course of the semesters.
• Tracks the Office Supply budget and practices cost saving measures when purchasing supplies.
• Obtains and maintains an ASU PCard and follows the rules and regulations for purchasing and reconciliations for PCard transactions.
• Processes reimbursements in Workday, ensuring all back up documentation is included.
  
  

Cross-Departmental Support

• Serve as the first point of contact for reporting facility, safety, or maintenance issues.
• Communicate with facilities teams, custodial staff, and health & safety partners to resolve building concerns.
• Report, document, and follow up on facility requests and safety matters.
• Ensure compliance with departmental safety and accessibility protocols.
• Support the administrative leadership by managing sensitive communications and maintaining confidentiality.
• Assist leadership with running reports, preparing presentation slides and other meeting materials as needed.
• Facilitate communication and coordination across academic, advising, and administrative units.
• Assist with special projects and time-sensitive initiatives as assigned.
• Responsible for distributing TA lab coats and lab supplies and accessories.
  
  

Desired Qualifications

• Possesses a positive, upbeat and helpful public forward facing attitude.
• Dependability, punctuality and the ability to be self-driven.
• Knowledge of office management principles, organizational practices, and procedures.
• Advanced knowledge and skills using WORD, EXCEL, and PowerPoint.
• Strong written and verbal communication skills using various communication mediums such as email,phone, Slack, Teams, and Zoom. Ability to coordinate multiple tasks, prioritize effectively, and work independently.
• Sound judgment, discretion, and professionalism in handling sensitive matters.
  
  

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
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds
  
  

Department Statement

The School of Molecular Sciences is now:

• Ranked in the top 10 in annual number of graduating chemistry/biochemistry majors
• Ranked number 6 worldwide in high-impact publications in chemistry
• Among the top 25 U.S. Ph.D. institutions in chemical research spending
  
  

Our students are offered a wide range of research and learning experiences from the traditional areas through highly interdisciplinary and collaborative projects for which ASU is famous. Our faculty and students are tackling some of the most challenging molecular problems of today, combining theory, spectroscopy, structural analysis, synthesis, molecular biology and biogeochemistry to forge new fundamental understandings of the molecular world around us. Such understanding is applied to the design and construction of new nanostructures, drugs, and materials for energy conversion and sustainability.

Please visit our website at https://sms.asu.edu

Driving Requirement

Driving is not required for this position.

Location:

Campus: Tempe

Funding

No Federal Funding

Instructions To Apply

Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$16121.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV
  
  

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

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. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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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.

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