Administrative Services Support Specialist

99251BR

Campus: Downtown Phoenix

Admin Svcs Support Spec

Job Description

Under the direction of the Executive Director, this position provides a wide range of administrative level staff support, coordination and liaison functions. Coordinates multiple tasks simultaneously and autonomously which includes business functions or operations, personnel matters, and proactively managing a wide range of projects and initiatives. Position requires initiative and independent judgment. Handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices. Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment.

The College of Health Solutions is committed to creating a positive culture of inclusion, wellness, and employee engagement. We exemplify this through our Staff Success Hub, whose Council membership is open to all CHS staff. The Council gives staff a voice in decision-making at the college level and reflects the college leadership's commitment to attracting, developing, and retaining the best, most diverse talent in a safe and inclusive environment.

Job Family

Business Operations

Full-Time/Part-Time

Full-Time

VP Code

VP/EXEC VICE PROV DPC

Grant Funded Position

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

Salary Range

$42,000 - $65,000 per year; DOE

Essential Duties

• Applies knowledge of office and administrative practices and principles to provide operational support not limited to the following activities: plans events; schedules small and large group meetings; composes correspondence on own initiative; screens telephone calls and visitors; coordinates center recruitment activities; assists with office moves; submits facility and IT maintenance requests; and manages purchases in accordance with Center and College guidelines.
• Manages multiple high-priority activities requiring considerable coordination and follow-through to meet requirements. 
• Coordinates the administrative component of HR functions (recruitment/termination/position changes).
• Coordinates all purchasing functions such as software & hardware, equipment and/or textbooks, reconciling the account/compliance with CHS finance, managing a p-card and assisting center leadership with budget process.
• Independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response. 
• Provides administrative support to Executive Director and unit staff in areas such as scheduling, record-keeping, organizing electronic files/folders, documenting and reporting.
• Edits and prepares supporting materials for meetings and presentations in PowerPoint or Excel.
• Uses university systems, databases and warehouses to extract information and reports for supervisor and unit staff.
• Prioritizes and arranges meetings, conferences, and appointments for Executive Director and professional staff; makes all necessary travel arrangements and itineraries; prepares and files travel authorization and travel requests for supervisor, staff, and/or guest lecturers; determines and prepares background materials as needed.
• Assists with grant writing, proposal submissions, and manuscript submissions for publication, including formatting and managing references.
• Employs principles of exemplary customer service to respond to all inquiries, providing information requiring comprehensive knowledge of unit and university policies and procedures; interprets administrative decisions and policies to other staff. 
• May supervise or coordinate the activities of subordinate employees, including orienting and training new staff and student employees. 
• Adhere to standards concerning the privacy and security of information (HIPAA,HITECH, FERPA) as relevant
• Performs other administrative duties as assigned.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND three (3) years of related experience; OR,Seven (7) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience with ASU Systems: PeopleSoft, Kenexa, Workday, Electronic Research Administration
• Experience in using organizational skills
• Experience in using writing skills 
• Experience using reference managers (e.g., Zotero) 
• Experience with academic journal submissions 
• Experience with grant writing and grant structure, especially NIH or AHRQ and supporting systems
• Knowledge of health insurance terminology especially related to the Medicaid program
• Experience working in a research environment

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 ability to quickly change priorities which may include and/or are subject to resolution of conflicts
• Ability to clearly communicate to perform essential functions.
• Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.

Department Statement

The Center for Health Information and Research (CHiR) is a dynamic multidisciplinary Center in the College of Health Solutions. We serve as a resource, tool, and collaborator for individuals and organizations that need comprehensive health care information and data analytics for public, private and research uses. CHiR works with a wealth of data relevant to the health and access to care in Arizona and around the nation. We are a team of faculty, staff, and students armed with the best tools to use data to ask and answer timely questions in health.

The College of Health Solutions (CHS) is dedicated to translating scientific advances into practical interventions to improve health outcomes through education, research and service. We equip students with the knowledge and skills to influence healthier lifestyle choices; develop creative interventions to improve the health of people and populations; analyze and translate large amounts of health data into solutions; and maximize the technology, science, business and application of diagnostics. CHS research programs encompass basic, discovery science, clinical trials, intervention science and measurement of  health outcomes. CHS takes an interdisciplinary approach to address the complex systems that underpin health problems. The college is highly collaborative, transparent and team-oriented with an organizational structure that includes translational teams, affinity networks and academic programs to improve the health of people and communities.

The current training programs include behavioral health, biomedical diagnostics, biomedical informatics, exercise science, health promotion, health sciences, kinesiology, medical studies, nutrition, population health, science of health care delivery, and speech and hearing science. Our programs are offered at ASU’s Downtown Phoenix, Tempe, Polytechnic, West and Lake Havasu campuses, as well as on Mayo Clinic’s campus in north Phoenix.

For more information about ASU and the College of Health Solutions, visit https://www.asu.edu/about/ and https://chs.asu.edu/

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.

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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.

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 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.