ADMINISTRATIVE ASSISTANT

Administrative Specialist

Arizona State University

Req ID# 87329BR

Campus: Tempe

Job Description

The ASU Knowledge Enterprise is seeking a motivated and proactive Administrative Specialist to join the Biodesign Administrative Support Operations team. As the administrative specialist, you would perform fast paced administrative work unique to the various centers within the Biodesign Institute and administration. In this position, you will work closely with Center Directors and research faculty regarding scheduling meetings, monitoring calendars, assisting with travel, and supporting day-to-day operational activities. This position advances strategic initiatives by connecting center-level operations with a core network of administrators to carry out programs and projects, events, and key onboarding tasks within the Knowledge Enterprise. You will work within a team of administrators dedicated to advancing the Institute under administrative leadership and the Biodesign Executive Office.

Full-Time/Part-Time: Full-Time

Salary Range: $43,681-$60,249 per year; DOE

Close Date: 25-January-2023

Essential Duties

• Provide executive administrative support and maintain multiple calendars.
• Coordinate and arrange domestic and international travel.
• Process travel reimbursements and expenditures.
• Independently compose confidential correspondence on own initiative.
• Lead and support Executive Office programs and Administrative Support Operations projects.
• Support faculty center recruitment efforts.
• Center onboarding; affiliations and door access departmental manager.
• Coordinate or assist in coordinating events, collaborating with administrative team and the Biodesign Events team.
• Develop and execute programming content for meetings and activities.
• Respond to inquiries providing information requiring comprehensive knowledge of university policies and procedures.
• Organize tours as requested by the department.
• Interpret administrative decisions and policies to faculty, staff, and students, including operational processes.
• Serve as a professional liaison to faculty, staff, and students.
• Special projects as assigned.

Minimum Qualifications

Bachelor's degree and five (5) years of executive-level administrative support experience; OR, Nine (9) years of executive-level administrative support experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• ​Experience with Microsoft Office applications (Word, PowerPoint, Excel, Outlook)
• Demonstrated knowledge of standard office and administrative practices
• Experience with coordinating and organizing meetings and/or special events
• Experience with Concur, WorkDay, SharePoint or other ASU systems
• Demonstrated knowledge of University policies and procedures.
• Experience in planning, analyzing and coordinating activities and establishing priorities.
• Evidence of effective communication skills
• Experience in tact and diplomacy and in maintaining effective working relationships.
• Experience in problem solving and decision making; evidence of organizational skills and flexibility; problem solving and proactively anticipating requirements and potential problems.

Working Environment

ASU is a diverse enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation, and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market, as such the following options may be offered dependent on department needs:

Flexible work options

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.
• Remote work is an arrangement where the employee spends less than 60% of their regular workweek at a regularly assigned ASU work location. Executive vice president-level approval is required.

Standard Working Environment:

• Climate-controlled office setting subject to extended periods of sitting.
• Visual acuity and manual dexterity associated with daily use of desktop computer;
• Ability to clearly communicate to perform essential duties.
• Expected to be responsive to customers, engaged in work production, resourceful, flexible, and respectful of others.

Department Statement

For the eighth year in a row, ASU has been named the most innovative school in the nation, recognizing the university's culture of groundbreaking research and partnerships, as well as its commitment to helping students thrive in college and beyond. U.S. News and World Report has named ASU as the most innovative university all eight years the category has existed.

ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way. To learn more about how Knowledge Enterprise is a place for your career to grow, visit https://research.asu.edu/about-us/careers

At Biodesign Administration, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team.

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 intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

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.

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.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Only electronic applications are accepted for this position.

To view the full position description and to apply online, please visit the following: https://sjobs.brassring.com/TGnewUI/Search/Home/Home?partnerid=25620&siteid=5494#jobDetails=4690409_5494