Administrative Specialist

89803BR

Campus: Tempe

Administrative Specialist

Job Description

Under general supervision, performs complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of a high-level executive of the University.

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

$45,000 - $62,000 per year; DOE

Close Date

31-May-2023-EXTENDED

Essential Duties

• Manages or assists in the management of the executive's calendar.
• Works closely with other university offices in coordinating the executive's involvement in university events.
• Coordinates and arranges for the executive's travel.
• Coordinates or assists in coordinating events, including arranging equipment and catering; sending invitations and managing RSVPs.
• Compiles, prepares, and maintains background material related to meetings, events and travel; coordinates and tracks follow-up.
• Independently composes correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues involved.
• Provides word processing, transcription of dictation, and processing of correspondence and e-mail.
• Answers phones, greets visitors, and directs questions to appropriate offices for resolution. Schedules and may attend meetings and conferences.
• Maintains files; completes requests, records, submits and tracks all purchase requests/vouchers.
• Provides back-up to other staff in the office.

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

• Experience in a higher education environment.
• Experience providing administrative support to upper-level management.
• Experience completing travel arrangements and processes.
• Experience using PeopleSoft, Time and Attendance System (TAS), Microsoft Office Suite (Word, Excel, and Outlook); and Concur travel system.
• Evidence of being technologically inclined and comfortable learning new platforms (i.e. GoogleDocs, Airtable, Basecamp).
• Demonstrated knowledge of University and area/department application and databases, such as but not limited to Workday and SunRise.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a laptop mouse). 
• Frequently required to stand for varying lengths of time and walk moderate distances to perform work.

Department Statement

The Office of the Executive Vice President and University Provost provides leadership to all of the university's campuses and academic programs, fostering excellence in teaching, research and service to the community. The provost office guides the university's mission in providing educational quality and access, and directs the university's efforts in strategic redesign of its academic mission to achieve the vision of The New American University.

Learn more about the Office of the University Provost at: https://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.

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.