Office Assistant

Job Profile:

Administrative Support Assistant 2

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$50,000.00 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 Description:

The Office Assistant provides essential administrative and operational support to ensure smooth daily office functions. This role is responsible for scheduling meetings, coordinating office supplies and inventory, and assisting with the activities of multiple committees and workgroups. The Office Assistant will prepare and distribute agendas, take and maintain accurate meeting minutes, track attendance, and monitor action items through completion in conjunction with committee chairs. The ideal candidate is highly detail-oriented, organized, and able to manage multiple priorities while maintaining a high level of professionalism and confidentiality.

The Shufeldt School of Medicine is temporarily located in Tempe; however, school operations are expected to relocate to the Downtown Phoenix Campus in Spring 2026

Pay Range: $44,100 - $50,000

Essential Duties:

Committee & Workgroup Support

• Attend all committee and subcommittee meetings in-person; provide basic technical support as needed.
• Serve as administrative resource for various curricular committees, subcommittees, and workgroups including Curriculum Committee, Preclerkship Phase Subcommittee, Clerkship Phase Subcommittee, Post-Clerkship Phase Subcommittee, Integration Subcommittee, and Curricular Evaluation Subcommittee.
• Prepare and distribute agendas in accordance with committee chair(s), distribute meeting materials, and track action and follow-up items.
• Record accurate and comprehensive meeting minutes in alignment with accreditation standards.
• Track attendance and maintain related records.

Communication & Documentation

• Draft and send professional emails and announcements to committee members and school leadership.
• Maintain organized files and folder, both digital and physical.
• Draft committee documents such as flow charts, policies and procedures, and reports.

Scheduling & Coordination

• Schedule meetings and maintain calendars for OME leadership, committees, and workgroups.
• Coordinate meeting logistics, including room reservations, technology setup, and materials.

Office Operations

• Purchase and stock office supplies and maintain inventory list.
• Monitor and ensure functionality of office equipment.
• Support general office organization and basic operations.

Other Duties

• Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts
• Regular review of completed tasks
• Frequent bending, reaching, lifting, pushing and pulling up to 20 pounds (light)
• Ability to lift and transport heavy objects/items up to up to 20 pounds (light)
• Use critical thinking to make decisions and/or analyze and report data/results of tests conducted
• Deliver presentations to a variety of audiences
• Initiate confidential correspondence on behalf of the project
• Work under supervision
• Work both independently and within a complex structured team
• Able to exercise judgment within generally defined practices & policies to determine appropriate action
• Use office equipment
• Use an ASU or personal vehicle to travel to different campuses
• Schedule appointments and maintain calendar for project
• May be required to proctor virtual or in-person examinations

Desired Qualifications:

• Proficiency in Microsoft Office Suite (SharePoint, Word, Excel, Outlook, Teams), Google Workspace, and One Drive.
• Excellent organizational skills, including problem solving and self-initiative
• Handle confidential and sensitive information responsibly
• Ability to handle multiple tasks and deadlines in a fast-paced environment.
• Ability to clearly communicate to perform essential functions

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 (light, moderate, long) distances to perform work
• Frequent physical demands may include stooping, bending, crawling under/around objects, reaching, lifting and pushing objects of varying weights up to 20 pounds (light)
• Work in a school or community setting
• Daily exposure to external environmental conditions, loud noise, extreme heat/cold, responding to varying road conditions and traffic hazards

Department Statement:

The John Shufeldt School of Medicine and Medical Engineering at Arizona State University, a flagship component of the broader ASU Health initiative, is boldly re-imagining medical education by merging clinical medicine, biomedical science, engineering, and technology into one integrated student experience. Built from the ground up for today's health-care challenges, the school trains physicians who not only provide exceptional patient care but also lead innovation, applying artificial intelligence, advanced diagnostics, and human-centered design to transform the future of medicine.

Currently located on ASU's Tempe campus, the Shufeldt School of Medicine will be headquartered on the Downtown Phoenix campus with operations transitioning in Spring 2026. The school has received preliminary accreditation from the Liaison Committee on Medical Education (LCME) and is preparing to welcome its inaugural class in Fall 2026.

By educating physician-engineers fluent in medicine, engineering, and the humanities, the John Shufeldt School of Medicine and Medical Engineering is creating leaders who will rethink how care is delivered, measured, and improved — for Arizona's communities and beyond.

Join us as we shape a new model of medical education and build the future of health care.

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Phoenix

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:

$9925/9925$

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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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.

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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.

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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:

A fingerprint check is not required for this position.