Executive Administrative Support Specialist

Job Profile:

Administrative Support Specialist 3

Job Family:

Administrative Support

Time Type:

Full time

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

Minimum Qualifications:

Bachelor's degree and five (5) 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:
Provides complex administrative and programmatic support to leadership.

Job Description:

The Department of Psychology in The College of Liberal Arts and Sciences seeks a highly motivated and detail-oriented individual to fill the position of Executive Administrative Support Specialist to perform work of considerable responsibility in supporting administrative services. The Executive Administrative Support Specialist will assist with complex academic personnel actions as well as the coordination of department faculty events and maintaining official records.

The Executive Administrative Support Specialist will perform advanced administrative responsibilities to support the Chair of the Department, including agenda preparation, donor relations and coordinating events for the Department.  The position serves as a liaison between the chair, faculty, staff, students, alumni and other ASU units, external organizations and visitors on issues that may impact the Department and the Chair.  The position will also collaborate with the Academic Personnel Specialist to provide support to the Chair, the Director of Faculty Success and faculty committees that oversee faculty P&T, evaluations, and faculty searches including creating itineraries and resources for committees and collaborating with The College.

The successful candidate will demonstrate the ability to maintain effective working relationships and have experience in maintaining confidential and sensitive information. Knowledge and ability to interpret academic and university policies and procedures and the ability to identify and implement best practices is preferred. They must be able to provide excellent customer service and work effectively in an environment subject to quickly changing priorities. The incumbent will have contact with high-level administrators requiring use of business vocabulary, tact, discretion and judgment. Reporting to the Department Chair, this position will also work closely and collaboratively with faculty, students, and as a team member of the business office staff.

Position Salary Range:

• $68,000 - $75,000; DOE.

Essential Duties:

• Chair Support: Provide dedicated administrative support to the Chair of the Department of Psychology including coordinates and arranges for the Chair's calendar to ensure optimal use of time, books the Chair’s travel via Concur, screens and refers telephone inquiries from members of the university community and the public on behalf of the Chair for problem resolution and resource referral. These duties also include: 

  • Serves in a confidential capacity on sensitive matters concerning faculty, staff, and students.

  • Provides development support to Chair, maintaining donor relations, working on campaigns, manage donor pipeline/communications, donor discovery and stewardship; acts as a liaison with ASU Foundation.

  • Provides support at faculty meetings, which includes, but is not limited to agenda preparation, preparing background materials, taking and transcribing meeting minutes, maintaining official meeting records, and tracking follow-up items to ensure timely completion of tasks.

  • Manages Salesforce email inquiries and, if necessary, independently compose correspondence on a variety of subjects requiring sound judgment, originality, and knowledge of issues involved.

  • Arrange for specified faculty to attend graduation ceremonies.

  • Serves as backup staff member for ensuring front office maintains adequate coverage and provides business office operations support.

• Strategic Leadership Communication and Initiatives: Collaborates with the Chair and the Marketing and Communications Manager to craft internal and external strategic communications. Works with the Chair, Senior leadership, and business office staff to assist with the implementation of strategic initiative projects that arise. Serves as a conduit of information from university personnel, faculty, and staff on issues that impact the Department. 

• Event Management and Coordination: In partnership with other staff and Manager of Marketing and Communication, facilitates Department events including ASU Homecoming, lecture series, meetings, retreats and celebrations. This includes arranging equipment, tables, seating, and overseeing catering orders; sending invitations and managing RSVPs; tracking costs to ensure event is within specified budget; and all other logistical details.

Desired Qualifications:

• Experience supporting a high-level administrator in a higher education environment that includes calendaring and scheduling meetings.

• Knowledge of academic policies, procedures, and organization. Knowledge of program management and administration principles, practices and procedures.

• Experience using Microsoft Office software.

• Experience taking initiative, strong organizational skills, and attention to detail.

• Experience with the Concur travel system.

• Evidence of effective communication skills, both verbal and written.

• Skill in dealing with a wide range of topics, including confidential and sensitive information.

• Skill in maintaining effective and collaborative working relationships.

• Ability to analyze and comprehend complex issues.

Working Environment:

• Activities are primarily performed in a climate-controlled office setting.

• Subject to extended periods of sitting, keyboarding, and manipulating a computer mouse.

• Occasional standing for varying lengths of time and walk moderate distances to perform work.

• Visual acuity and manual dexterity associated with daily use of computer.

• Occasional 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.

Department Statement:

The Department of Psychology, a unit within ASU’s The College of Liberal Arts and Sciences, is developing foundations and deploying solutions for healthy minds, bodies and societies. The department fosters educational excellence through innovative neuroscience and psychology degree programs, award-winning faculty and unparalleled access to undergraduate and graduate research experiences. Graduates emerge well-prepared for professional opportunities in academia, education, industry, healthcare, government and community organizations.

In a supportive and collaborative environment, staff and faculty have the opportunity to grow in expertise and enhance leadership skills. The department, recognizing and embracing various identities, nurtures a sense of belonging where every voice is valued. Engaging with the broader ASU community and participating in unique programs like the REACH Institute, the Child Study Lab, the Clinical Psychology Center and Psych for Life®, provides ample opportunity to make a direct impact in people’s lives.

Aligned with ASU’s Charter and Design aspirations, the Department of Psychology prioritizes the success of its students and alumni and integrates transdisciplinary approaches to improve communities on a local, national and global scale.

To support ASU’s commitment to serving its community, benefits-eligible employees are immediately eligible at hire, and on every January 1 thereafter, for a maximum of eight hours of paid time off to participate in external volunteer activities. Because ASU values the continued growth and development of its employees, we provide employees with up to 24 hours of release time per year towards training opportunities that will enhance skills and abilities and provide professional growth and development.

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$26034.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.

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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:

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