Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and three (3) years of 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:
Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

The Portfolio Coordinator owns the implementation and management of ASU's Career and Professional Learning (CPL) catalog, translating the intake, planning, and portfolio strategy set by the Product Marketing team into accurate, on-time execution. This role serves as the cross-functional engine behind the portfolio management pipeline — managing course and program intake across CPL's platforms, and serving as the dedicated owner of course and certificate listings on CPL platforms (ASU for Life, CareerCatalyst, and others), supporting additional catalog updates as needed. The Portfolio Coordinator ensures that as CPL's portfolio grows, every program is set up correctly, every request is tracked to completion, and every learner-facing page is accurate and current.

This role is based at ASU’s Tempe campus. A fingerprint background check is a mandatory step in the hiring process. ASU will not sponsor this position; the applicant must be eligible to work in the U.S. without sponsorship. This position is subject to grant funding or other special funding and the position may terminate when funding is no longer available.

Position Salary Range:

• $57,000-$60,000 per year, depending on experience

Essential Duties:

Program Onboarding Implementation (40%)

Own the day-to-day execution of program onboarding across CPL:

• Leading Projects Independently: Independently lead program onboarding requests as their own projects from initial intake through go-live, owning scope, timeline, and data quality while maintaining the Airtable system of record.
• Partnership Management & Stakeholder Relationships: Manage ongoing partnership management with academic units and internal LE stakeholders throughout program onboarding — understanding program goals, guiding units through requirements and implementation pathways, aligning on learner-facing details, and resolving blockers as they arise.
• Facilitating Meetings: Facilitate onboarding kickoff, alignment, and check-in meetings with academic units and internal stakeholders to align on scope, timelines, and requirements.
• System Buildout: Build and configure course sites in various LMS platforms (primarily Canvas and D2L), according to program specifications, ensuring consistency with catalog and platform standards.
• Data & Process Consistency: Maintain data parity across systems and continuously improve onboarding SOPs so the intake-to-launch process stays consistent, scalable, and easy to hand off.
• Escalation: Escalate scope, timeline, or data-quality issues to the Product Marketing Manager before they affect launch dates.

Program Listing Management (40%)

Serve as the dedicated owner of the CPL course catalog across various websites:

• Multi-Platform Management: Manage day-to-day content updates on CPL sites (including ASU for Life, CareerCatalyst, and other sites as needed), ensuring all CPL-based programs are accurately listed, described, and searchable.
• Page Creation & Optimization: Own the page creation and update workflow for programs, ensuring that listings are optimized for SEO/AEO and are discoverable. Collaborate with the CPL team to align on catalog changes, new program additions, and retirements.
• Stakeholder Collaboration: Build and maintain stakeholder relationships with content, marketing, and platform owners across CPL to ensure catalog changes are communicated clearly and implemented smoothly.

Operational Support & Reporting (20%)

• Dashboard Ownership: Maintain accurate, up-to-date status logs and dashboards for visibility across the team.
• Stakeholder Point of Contact: Serve as a reliable point of contact for academic unit partners and internal stakeholders, providing regular status updates on onboarding volume, timelines, and risks.
• Proactive Cross-Functional Collaboration: Proactively lead cross-functional collaboration with internal product, data, operations, and external stakeholders to identify and implement more efficient onboarding processes.
• Leading Meetings: Lead regular status check-in meetings with the Product Marketing Manager and relevant stakeholders to review dashboards, risks, and operational priorities.

And other duties as assigned.

Desired Qualifications:

• Bachelor's degree in Business, Marketing, or a related field preferred
• 1–3 years of experience in program coordination, operations, or higher education administration.
• Demonstrated ability to work effectively with cross-functional stakeholders, navigate differing needs, and communicate processes and requirements clearly to partners.
• Strong attention to detail and ability to manage a high volume of concurrent requests without dropping deadlines.
• Familiarity with Airtable or similar workflow/database tools, an LMS (Canvas a plus) and Salesforce.
• Comfortable working in a website content management system (CMS).
• Clear written communication skills for coordinating across academic units and internal teams.
• Ability to work independently within defined SOPs while flagging exceptions proactively.

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.
• Regular activities require the ability to quickly change priorities, which may include and/or are subject to the resolution of conflicts.
• May be required to perform tasks in the field within and/or across University campuses. 

Department Statement:

About the Learning Enterprise

ASU’s Learning Enterprise expands universal access to opportunity for learners – at every stage in life. Serving over 1.2 million learners in over 150 countries worldwide, we're reimagining the role of universities in society as catalysts of economic and social mobility, guided by the belief that all learners can harness education as a ladder of opportunity. Our programs meet learners wherever they are, removing the barriers while prioritizing belonging and support. Through ASU’s Learning Enterprise, it’s easy to get started on your learning journey – and there’s no limit to where you can go. Learn more at https://learning.asu.edu/.

At Learning Enterprise, we share a common set of values that guide our work and collaboration:

Scrappy. We are undaunted by challenges. We remain undeterred by anything that stands in the way of moving our vision forward. If we fall, we get up, over and over again. If it doesn’t exist, we create it. If something doesn’t work, we try something else.

Driven. We always push to be better for ourselves, for each other, and for our students. We are not defeated or guided by the status quo. We see what could be and relentlessly pursue it.

Intentional Architects. We know our attitude towards what we are doing will determine our success. We see the big picture and take deep pride in building every block that makes up our long-term vision. We are motivated by the potential of a transformed future while remaining firmly focused on tending to the tasks in front of us today.

Leading from the heart. We deeply care about people and their well-being. Everyone is unconditionally supported. We believe in human potential and invest in continuous growth.

Candid collaborators. We share ideas and feedback at all levels. We have strong opinions loosely held and intentionally engage in debate. We strive for clarity through direct and honest communication. We know our work is better for it.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

Grant Funded

 

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

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

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

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.

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 Police Department 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.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

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:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.