Administrative Assistant

Job Profile:

Administrative Support Assistant 2

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$59,637.00 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:

Salary Range: $44,100- $55,100 per year, DOE

Job Description

Performs varied administrative work unique to the work unit, requiring initiative and independent judgment. Incumbents work independently under general direction. Maintain official records and implement administrative policies. Handles problems and non-routine situations by determining the appropriate approach or action to take and by interpreting guidelines, procedures, policies, and practices. Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion, and judgment.

Essential Duties

Provides administrative support to supervisor and professional staff in areas such as maintaining calendars, scheduling appointments, and maintaining record-keeping systems; Maintains databases and/or spreadsheets; prepares special and recurring reports containing specialized or sensitive information. Provides office operations support such as preparing and composing confidential correspondence on one's own initiative, receiving and screening telephone calls and visitors as well as screening and prioritizing mail. Executes and coordinates office operations such as office moves, meetings, conferences, training, workshops, convocations, and/or special events. Prioritizes and arranges meetings, conferences, and appointments for Core Facilities management.

• Assistant Vice President Calendar Maintenance

  • Meetings

  • 1:1 Agenda Collection

  • Etc.

• Governance Boards and board Meetings

  •  Scheduling (Polling)

  •   Slide Distribution

  •   Summary Collection

  • Election/Appointment/Rotation Process

• Monthly Space Survey Updates

• CF External Sales Admin support

• Contracts (NDA, COI)

  • Including Tracking End Date

• CF Customer Onboarding

  • Door Access

  • Affiliate Access

  • Workday leaning - Pre-requisite training

  • Core Training (internal and external)

  • ISO Process Certification

• Maintain Power Automate processes and resolve issues as they occur

• Performs other administrative duties as assigned.

Desired Qualifications

• Knowledge of office and administrative practices and principles.

• Knowledge of University and area/department applications and databases.

• Knowledge of the principles of exemplary customer service demonstrated through actively listening, acknowledging, and responding to every inquiry; taking ownership and resolving each concern or problem as appropriate; exhibiting professionalism and expertise in every interaction and engaging in professional development to meet expectations for service excellence.

• Skill in both verbal and written communication.

• Skill in problem-solving and decision-making.

• Ability to stimulate changes in individual, institutional, and corporate behaviors to create a more sustainable environment.

• Ability to lead by example in communicating, participating, and encouraging support of the institution's sustainability programs.

• Skill in Microsoft Office (Excel; Outlook; Word; PowerPoint). Experience in Workday, ERA, Power Automate, experience with ISO processes, working with the scientific community, and working in higher education environments.

Standard Working Environment:

• Climate-controlled office setting subject to extended periods of being in a stationary position.

• Regular use of a computer and other office productivity equipment, such as a calculator, copy machine and printer.

Department Statement:

Each year since 2016, 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 eleven 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 Core Facilities, we are dedicated to building an 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. 
 

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

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.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$23977.htmld

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.

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.