Administrative Assistant

103093BR

Campus: Polytechnic

Administrative Asst

Job Description

Performs varied advanced secretarial and administrative work unique to the Research Recharge Center department unit requiring initiative and independent judgment. Incumbents work independently under general direction. Maintains office records and implements administrative policies and procedures. 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.

Job Family

Clerical & Admin Support

Department Name

SSEBE AzCATI

Full-Time/Part-Time

Part-Time

Grant Funded Position

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

Salary Range

$20.20 - $25.25 per hour; DOE

Essential Duties

• Executes a variety of office administrative and/or secretarial support activities for supervisor such as composing replies to correspondence on own initiative, interpreting and explaining established policies and procedures in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by supervisor. 
• Overviews and maintains office environment(s) by investigating, evaluating, and resolving problems within scope of position.
• Provides office operations support such as receiving and screening telephone calls and visitors, scheduling meetings, conferences, seminars, and special events, maintaining supervisor's calendar, maintaining record-keeping systems, opening and reviewing incoming mail and packages, and responding to inquiries.  
• Maintains and updates databases and spreadsheets; conducts database queries using FMS Workday, HRMS (e.g., PeopleSoft), Concur Travel, or other software programs.
• Purchases for multiple departments, processing expense reimbursements, and travel functions all to be completed with ASU policies, procedures, and software systems. ** Fingerprinting Required **
• Prepares special and recurring reports containing specialized or sensitive information following supervisor's general direction. 
• Prepares or directs preparation of minutes, notices, manuals, agendas, and correspondence with all supporting documentation, requiring application of specialized knowledge of the assigned function.
• Monitors and updates office/workshop/conference supplies inventory, scheduling, and account records for department. Plans and arranges conferences, meetings, workshops, and/or special events under general instructions from supervisor.
• Arranges necessary travel reservations and itineraries for research partners and collaborators; anticipates and prepares background materials needed.
• Implements new policies, procedures and practices impacted by decisions made by supervisor at meetings and/or conferences. 
• Assists the department or unit with academic or meeting support functions such as scheduling classes and/or classrooms, updating and maintaining department personnel databases, preparing, and distributing faculty correspondence. 
• May supervise or coordinate the activities of subordinates.

Minimum Qualifications

Four (4) years secretarial/administrative experience; OR, Certificate in Secretarial Science AND three (3) years of secretarial/administrative experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience with research projects within an ASU recharge research center environment. 
• Experience and knowledge of operating within a multi-faceted recharge center which includes multiple research projects, ASU departments, and Principal Investigators.
• Experience with ASU software and systems such as FMS Workday, PeopleSoft, Concur, and ServiceNow
• Demonstrated knowledge of ASU purchasing policies and procedures is also highly desired. 
• Experience in working independently or in group settings to carry out routine and specialized tasks as required.

Working Environment

Administrative Assistant duties will be completed mostly in an office setting. Please note, the AzCATI Research Recharge Center consists of office spaces, working wet laboratories, and an outdoor field site laboratory with exposure to sun, dust/dirt, and water. Laboratory and other ASU assigned safety courses will need to be completed and maintained.

Department Statement

AzCATI Department Statement

The Arizona Center for Algae Technology and Innovation (AzCATI), located at Arizona State University's Polytechnic campus, partners with the rapidly growing algae industry to propel Arizona into the forefront of innovation in biofuels and bio-product research and development. AzCATI serves as a statewide and international intellectual and resource hub for algae-based goods, finds innovative commercial uses for algae, operates as a learning environment for next-generation scientists; facilitates collaboration between higher education, industry, and national entities; and is a national "test bed" for algae technology.
AzCATI is Arizona's platform to spur a new industry cluster in research, development, and commercialization of products along the algal value chain. We have formed multidisciplinary teams from
biological, chemical, and engineering disciplines across academic, governmental, and industry boundaries. They will enable scientific discoveries, development of cutting-edge technologies, and generation of innovative solutions to key biological, engineering, and economic problems critical for transformation and translation of algae into cost affordable, sustainable sources of feedstock for biofuels and bioproducts and environmental improvement through carbon capture and wastewater bioremediation.
Visit the AzCATI website for additional information at www.azcati.com.

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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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.

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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.