Administrative Specialist

97840BR

Campus: Tempe

Administrative Specialist

Job Description

The Office of the Executive Vice President of Knowledge Enterprise is seeking a self-motivated, detail-oriented, and well-organized Administrative Specialist.  Candidate will perform administrative support that includes management of executive’s calendar/scheduling, travel, expense report management and administrative staff back-up.  In addition, support day-to-day office operations, front office receptionist duties and may manage student workers.  They must be able to coordinate multiple tasks simultaneously and autonomously while always maintaining confidentiality, tact and sound judgement.  

This position requires an in-office presence, 8:00am to 5:00pm, Monday through Friday.

Job Family

Clerical & Admin Support

Department Name

KE Staff Support

Full-Time/Part-Time

Full-Time

VP Code

KNOWLEDGE ENTERPRISE DEV

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$43,681 – $60,249 per year; DOE

Close Date

19-January-2024

Essential Duties

• Manage activities in the front office including answering phone calls, greeting visitors, and providing general information in response to inquiries.
• Sort and distribute mail, ensure the front office area is presentable, with all necessary materials.
• Support recruitment efforts including onboarding and door access requests.
• Operate office equipment such as copiers, printers, etc.
• Microsoft Office proficient:  Word, Excel, PowerPoint, Outlook, and experience with editing visual aids, such as PowerPoint, Vizio, etc.
• Demonstrate attention to detail, efficiency, and organization skills.
• Office Manager duties: including maintaining and ordering inventory levels of office supplies and materials needed for everyday ASU business, suite maintenance, Fire Warden, reconciling incoming general bills.
• Project or program management experience.
• Experience in drafting/writing MOU’s and/or letters of support, experience with technical writing.
• Proofreading skills along with excellent written/verbal communication skills.
• Ability to implement efficient digital filing systems for easy retrieval of information.
• Experience supporting executive-level administrators.
• Experience working in a fast-paced high-volume office.
• Judgement in managing multiple high-priority activities requiring considerable coordination and follow through to meet requirements.

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

• Evidence of effective and professional e-mail and phone communication.
• Managing multiple high-priority activities requiring considerable coordination and follow through to meet requirements.
• Experience in Workday, ASU finance & accounting procedures and/or the ability to take on new knowledge in these areas.
• Demonstrated knowledge of handling confidential, proprietary, and privileged documents and information.
• Experience in planning, analyzing and coordinating activities and establishing priorities.
• Experience in proactively anticipating and solving problems and exercising sound judgement when making decisions.
• Experience in coordinating and organizing meetings and/or special events.
• Evidence of effective time management and managing priorities.

Working Environment

• Climate-controlled office setting subject to extended periods of being in a stationary position.  
• Constantly detects and operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.   
• Ability to clearly communicate and exchange accurate information to perform essential duties.  
• Expected to be responsive to customers, engaged in work production, resourceful, flexible, and respectful of others. 

Department Statement

For the ninth 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 nine 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 KE Staff Support, 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.

 Working at ASU has additional perks and OUTSTANDING benefits, which include health, dental, and vision insurance plans; life insurance and disability programs; sick leave and holidays; ASU/UA/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to ASU recreation and cultural activities; and more. To estimate the value of your total compensation, please visit https://cfo.asu.edu/compensation-estimator.

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.

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

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.

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 PD 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 .

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.

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 and Cover Letter should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.