Administrative Assistant

98728BR

Campus: Tempe

Administrative Asst

Job Description

The Center for Biodiversity Outcomes produces tangible solutions to today’s biodiversity challenges by bringing applicable and actionable science to global decision-makers. We work with governments, communities, and the private sector to support informed decision-making that achieves both environmental and social goals. We embrace multi-disciplinary approaches that assess humanity’s ecological impacts, and we provide tools to help communities and agencies achieve biodiversity objectives. 

The Center for Biodiversity Outcomes is seeking a highly motivated and dynamic Administrative Assistant to perform various advanced secretarial and administrative work unique to the Center. This position is an exciting opportunity for a highly skilled and motivated applicant to work in an established Center making significant contribution to the Sustainability field.

Job Family

Clerical & Admin Support

Department Name

Center Biodiversity Outcomes

Full-Time/Part-Time

Part-Time

VP Code

KNOWLEDGE ENTERPRISE DEV

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

Close Date

19-February-2024

Essential Duties

Responsibilities of this position will be defined but not limited to these essential categories: Administrative, Communication, Outreach, and Finance. 

Administrative: 

• Maintains the center’s and the Founding Director’s calendars for meetings, classes, labs, presentations, webinars, conferences, and other events; performs daily scheduling maintenance for consistency across calendars.
• Coordinates and follows through on requests for technology and facility services for internal and external center initiatives.
• Manages all travel for the founding director and faculty, including itineraries, flights, local transportation, lodging, vaccination and visa requirements, as well as assists with personal travel arrangements when booked in conjunction with business travel.
• Serves as liaison for undergraduate and graduate students affiliated with the founding director; helps screen phone and in-person inquiries about the center.
• Creates complex schedules for prospective graduate students for Graduate Recruitment Weekend.
• Handles various requests for the founding director coming from her department chair related to the founding director pay, promotions, online ASU profiles including ORCID and ASU Vita, etc.
• Creates and maintains manuals and guides on various topics for current and future center faculty and staff.
• Registers the founding director for various events, professional organizations, conferences, etc. related to the founding director’s work as both a professor independent of the center and as the founding director.
• Oversees the center’s archival systems (paper and digital), coordinating team members to regularly maintain their corresponding area folders. 

Communication:

• Maintains some social media accounts, composing and linking relevant and timely content, while adhering to ASU's social media best practices.
• Supports the founding director’s communications by editing manuscripts and submitting them for publication and editing and submitting students' letters of recommendation.
• Facilitates correspondence delivery by taking turns with another colleague to pick up and distribute weekly mail and maintaining the CBO Distribution List.
• Works with the communications manager to maintain the annual media calendar, as well as the media archival system – digital and cork wall 

Outreach: 

• With assistance from the Program Manager will serve as the events logistics coordinator, arranging and overseeing venue, AV equipment, catering, and materials. Completes pre- and post-event forms with team, ensuring task assignment and completion for successful event execution. This task includes setting up and testing phone and video conferencing options for various meetings. This position sometimes requires evening and weekend hours for events.

Finance:

• Processes various purchases, reimbursements, and honorariums, completing the corresponding paperwork and submitting via the financial management system as intended per ASU policies and procedures. Tracks all reimbursements for the founding director.
• Manages the CBO P-Card and completes purchases via SunRISE (Amazon, Staples). 
• Assists Program manager in preparation of financial reports for leadership  

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

• Demonstrated knowledge of standard office policies and procedures.
• Experience in developing and maintaining effective working relationships.
• Experience in composition, grammar, spelling and punctuation.
• Experience in supporting university hosted events both on and off campus.
• Experience completing travel arrangements and processes.
• Experience in purchasing, reimbursement, and procurement procedures
• Evidence of being technologically inclined and comfortable learning new platforms
• Experience in managing multiple high-priority activities requiring considerable coordination and follow-through.
• Experience in being proactive and following through on all tasks to completion, often independently and with minimal oversight.
• Experience in a higher education environment preferred. 

Working Environment

Office space

Department Statement

For the fifth year in a row, ASU has been named the most innovative school in the nation, recognizing the university's culture of groundbreaking research and partnerships, as well as its commitment to helping students thrive in college and beyond. U.S. News and World Report has named ASU as the most innovative university all five years the category has existed.

ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way. http://research.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.

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.