Executive Administrative Support Specialist

100501BR

Campus: Tempe

Exec Administrative Support Sp

Job Description

The Office of the University Provost seeks a dynamic, self-starting and detail-oriented professional for a collaborative role, which requires a considerable amount of independence of action, the ability to manage frequently changing priorities, and a high level of competence. Under administrative direction, the Executive Administrative Support Specialist is the primary point of contact for the Vice Provost for Undergraduate Education. This position will coordinate and manage administrative functions by assisting with the planning, organizing and directing of the day-to-day operations for the Vice Provost.

Job Family

Clerical & Admin Support

Department Name

Office of Univ Provost Tempe

Full-Time/Part-Time

Full-Time

Grant Funded Position

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

Salary Range

$65,000 - $82,000 per year; DOE

Essential Duties

• Efficiently manage the Vice Provost's calendar and provide calendar support for Assistant Vice Provosts, including scheduling meetings, appointments, and events.
• Assist with complex ad hoc scheduling projects essential for key undergraduate education team priorities that may include participants in multiple time zones (e.g., coordinating job interviews).
• Manage the administrative aspects of the University Undergraduate Standards Committee, including scheduling meetings, processing petitions and ensuring completeness, preparing meeting materials, documenting proceedings, and communicating decisions post-meeting. Coordinate the Student Success Leadership Council meetings and convenings of and resources for Academic Integrity Officers.
• Plan travel itineraries, make reservations and registrations, and reconcile payments using Concur for the Vice Provost, Assistant Vice Provosts, and other members of the undergraduate education team requiring ad hoc support.
• Assist in preparing documents, reports, presentations, and other materials related to meetings, projects, and initiatives. Includes researching policies and approaches to curricular questions, generating agendas and minutes for meetings, and managing follow-ups as necessary.
• Research, prepare recommendation for reviews, and document posthumous degree requests to ensure they meet university policies.
• Serve as a liaison between the Vice Provost and internal/external stakeholders, including faculty, staff, students, and academic partners, by drafting and managing correspondence and facilitating communication.
• Act on behalf of the Vice Provost in the implementation of plans, policies and procedures.
• Keep abreast of the Vice Provost's priorities and status of projects and follows up on pending matters.
• Assist the Vice Provost with confidential and highly sensitive projects, including service on committees.
• Coordinate arrangements for hosting of meetings, programs, retreats, workshops and guest speakers.
• Serve as office manager for the day-to-day operation of the office, requiring an in-depth understanding of office and university policies.
• May supervise the work of subordinates.
• Implement personnel actions, e.g. new hires, reclassifications, salary adjustments, and prepare absence reports.
• Perform special assignments as instructed by the Vice Provost.

Minimum Qualifications

Bachelors degree in Business or field pertinent to work unit AND four (4) years of directly related administrative experience; OR, Eight (8) years of directly related administrative experience: OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience supporting high level executive positions including a wide variety of functions such as calendaring, word processing, and email maintenance.
• Demonstrated knowledge of university academic policies and procedures.
• Experience working with student and/or curricular data in Salesforce, Peoplesoft and degree audits including curricular elements such as courses, pre-requisites, major, minors, and transcripts, is a plus.
• Evidence of effective communication skills including the abilities to navigate difficult conversations and de-escalate when appropriate.
• Experience writing, editing, and proofreading high-level correspondence and preparing concise summaries.
• Experience working effectively in a team environment subject to tight deadlines and quickly changing priorities.
• Evidence of effective, analytical problem-solving and decision-making skills.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%)
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (15%)
• 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.
• Receives regular managerial review of outcomes to ensure achievement of established objectives and goals.

Department Statement

The Office of the University Provost provides leadership to all ASU campuses and academic programs, fostering global distinction in teaching, research and services to the community.  To learn more about the Office of the University Provost, go to: http://provost.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.

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.

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.

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.