Administrative Specialist LA

100479BR

Off-Campus: Los Angeles

Administrative Specialist

Job Description

ASU Learning Enterprise is seeking a highly professional and experienced Administrative Specialist to support Senior Leaders within the Enterprise. This position is responsible for directing the daily schedules and meetings along with managing their day-to-day needs requiring an in-depth understanding of the organizational structure and culture. The candidate must have the ability to establish priorities and manage numerous high-priority tasks simultaneously and autonomously ensuring timely follow-up on pending matters.  The successful candidate will be a confident initiative-taker with excellent communication skills, productive work qualities and efficient work methodology.

This position is a hybrid role (4 days in office; 1 day remote) and is located in the Herald Examiner Building in Los Angeles, California.

Job Family

Clerical & Admin Support

Department Name

Learning Enterprise

Full-Time/Part-Time

Full-Time

VP Code

Learning Enterprise

Grant Funded Position

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

Salary Range

$65,000-$70,000 per year; DOE

Essential Duties

Calendar & Travel Management:

• Manage calendars across multiple Executives for both remote and in-person meetings.
• Work closely with other university offices in coordinating the Executive’s involvement in University events.
• In collaboration with the Executive Administrative team, ensures seamless operation of all executive functions including at times providing overlapping coverage.
• Coordinate and arrange the Executives’ travel in alignment with best practices and complete expense reports using Concur.

• Coordinate or assist in coordinating events, including arranging equipment and catering; sending invitations and managing RSVPs.
• Compile, prepare and maintain background material related to meetings and events.  
• Collaborate seamlessly over and operate video conferencing software and other remote-work software.

• Independently compose correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues involved.
• Manage communication and correspondence with internal ASU departments and external key stakeholders .
• Answer phones, greets visitors, and direct questions to appropriate offices for resolution.

• In collaboration with the Learning Enterprise finance team, complete purchase requests using the University Financial Management System or Departmental PCard, including tracking all purchase requests to completion.

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

• Demonstrated knowledge of standard office policies and practices.
• Demonstrated knowledge of University policies and procedures.
• Experience in making travel arrangements and submitting reimbursements – knowledge of Concur Travel System a plus.
• Experience multi-tasking in a fast paced team environment.
• Experience working with diverse populations.
• Experience in tact and diplomacy while dealing with a wide range of topics, including confidential and sensitive information.  Ability to maintain effective working relationships.
• Evidence of effective communication.
• Experience in performing all the above duties for remote or in-person executives.

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.
• May be required to perform tasks in the field within and/or across University campuses. 
• Ability to clearly communicate to perform essential functions.

Department Statement

About the Learning Enterprise
We believe that the rigid and linear design of traditional higher education is neither an effective ladder to social and economic opportunity for all learners nor is it responsive to rapidly evolving workforce needs. ASU has responded to these challenges with the creation of Learning Enterprise (LE). We are guided by the belief that everyone should have universal access to education and opportunity. At every stage of life.

LE re-imagines the role of universities in society and evolves the design of learning offerings. These products (LE’s learning offerings) are academically rigorous, tech-enabled, and outcomes-driven. They are stackable, accessible, and evidence-based — designed to respond to the needs of students and employers with the resources and values of the university. 

LE‘s initial focus is on the following areas: foundational skills and mindsets, professional and technical career skills and personal development, cultural and civic learning.

At LE, we share a common set of values that guide our work and collaboration:

Scrappy. We are undaunted by challenges. We remain undeterred by anything that stands in the way of moving our vision forward. If we fall, we get up, over and over again. If it doesn’t exist, we create it. If something doesn’t work, we try something else.

Driven. We always push to be better for ourselves, for each other, and for our students. We are not defeated or guided by the status quo. We see what could be and relentlessly pursue it.

Intentional Architects. We know our attitude towards what we are doing will determine our success. We see the big picture and take deep pride in building every block that makes up our long-term vision. We are motivated by the potential of a transformed future while remaining firmly focused on tending to the tasks in front of us today.

Leading from the heart. We deeply care about people and their well-being. Everyone is unconditionally supported. We believe in human potential and invest in continuous growth.

Candid collaborators. We share ideas and feedback at all levels. We have strong opinions loosely held and intentionally engage in debate. We strive for clarity through direct and honest communication. We know our work is better for it.

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 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.