Administrative Specialist - Downtown Los Angeles

100060BR

Off-Campus: Los Angeles

Administrative Specialist

Job Description

ASU FIDM, a school of the Herberger Institute for Design and the Arts, is a community with passion for preparing students for creative careers as fashion industry professionals who practice their craft with a commitment to social responsibility and global sustainability. Under general supervision, the Administrative Specialist performs complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of the ASU FIDM school director.  

Job Family

Clerical & Admin Support

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 - $70,000 per year

Close Date

18-April-2024 - 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

• Demonstrated knowledge of Arizona State University policies and procedures.
• Demonstrated knowledge of, or interest in, fashion
• Experience in a wide variety of administrative functions including calendaring, scheduling, and word processing. 
• Experience in dealing with a wide range of topics, including confidential and sensitive information.  
• Experience in demonstrating tact and diplomacy and in maintaining effective working relationships. 
• Evidence of effective communication.
• Experience in quickly changing priorities which may include and/or are subject to resolutions of conflicts.  

Working Environment

• Manages or assists in the management of the school director's calendar.
• Works closely with other university offices in coordinating the school director's involvement in university events.
• Coordinates and arranges for the school director'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.

Department Statement

The Herberger Institute comprises the School of Art; School of Arts, Media and Engineering; The Sidney Poitier New American Film School; School of Music, Dance and Theatre; The Design School; and the ASU Art Museum. With 130 degree and certificate options, and programs ranked top 20 in art, design, music, theatre, digital culture, film, dance and more, plus a top university art museum, a leading immersive media facility, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design. 

Our mission is to position designers, artists, scholars and educators at the center of public life and prepare them to use their creative capacities to advance culture, build community and imaginatively address today’s most pressing challenges.

The vision of the Herberger Institute is to advance the New American University by embedding designers, artists and arts-based inquiry at its core and throughout the communities it serves locally, nationally and internationally. With 7,000+ students, mare than 700 faculty members, and 130 program options, the Herberger Institute is committed to redefining the 21st-century design and arts school.

As part of Arizona State University, the most innovative university in the nation, the Herberger Institute seeks to drive and scale new ways for arts and design to have impact in our world. We invite you to join our work.

Values:
•             Creativity as a core 21st-century competency
•             Design and the arts as critical resources for transforming our society
•             Innovation, enterprise and entrepreneurship
•             Interdisciplinary and transdisciplinary collaboration and research
•             Social embeddedness
•             Projecting all voices
•             Excellence
https://herbergerinstitute.asu.edu/

Why work @ASU - https://cfo.asu.edu/why-work-asu
Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:
•             Salary and wages paid
•             Comprehensive package of affordable benefit plans and programs
•             Access to world-class educational opportunities at deeply discounted rates
•             ASU's total compensation estimator shows the approximate value of your overall compensation

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.
Flexible work options
•             Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
•             Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

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.

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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.

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.