Assistant to Director

91992BR

Campus: Tempe

Asst to Director

Job Description

Under administrative direction, performs work of considerable responsibility in administering services, managing academic personnel matters, and a set of programs which provide support to the faculty and staff assigned within the School of Politics and Global Studies. Serves as a liaison to the college/department, to other units of the university, to committees within, and to outside constituencies.  Reports to Director.

Department Name

School of Politics & Global St

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

$50,000 - $60,000 per year; DOE

Essential Duties

• Facilitates, with the associate directors, a variety of complex programs and activities.
• Serves as a conduit of information from university personnel, faculty and staff on issues that impact the Dean and the Office of the Director.
• Screens and refers telephone inquires from members of the university community and the public on behalf of the Director for problem resolution and resource referral.
• Manages the director's calendar; coordinates and arranges for the director's calendar to ensure optimal use of time.
• Compiles, prepares, and maintains background material related to meetings, events, and travel.
• Coordinates and tracks follow up items to ensure timely completion of tasks.
• Independently composes correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues involved.
• Composes correspondence involving judgment for non-routine, significant inquiries and problems.
• Coordinates arrangements for a variety of Director's Office events and activities.
• Reviews and follows-up on academic and program issues surfaced during meetings and events.
• Assembles agenda items for meetings and events and maintains official meeting records.
• Reviews the Director's mail and prepares draft responses or directs to appropriate individual for response and/or action signed by the Director.
• Performs special assignments as instructed by Director.
• Maintains official records and historical files of meetings.
• Academic support duties include, but are not limited to::
• Supports faculty searches at the administrative level including attending search meetings, creating itineraries and resources for committee collaboration, sending out communications, making food and room reservations, booking the airfare and hotel reservations and overseeing the logistical details of the visits.
• Responsible for management of faculty academic personnel actions, including faculty promotion and tenure, sabbatical reviews, evaluation of probationary faculty and academic professionals, annual evaluations of faculty and evaluation of conditional contracts.
• Serves as a unit contact/administrator for Academic Personnel Actions Reporting System (APARS) for the following areas:  Curriculum Vitae Builder and Annual Activity Reporting (ASU Vita) and Review, Promotion and Tenure (RPT).
• Processes and tracks faculty affiliations and courtesy appointments.
• Event planning duties include, but are not limited to:
• Works in conjunction with Manager of Marketing and Communication Serves to plan and coordinate School events, meetings, large-scale conference receptions, retreats, new student orientation lunches, awards ceremony, meal ordering services and other special events; includes arranging equipment, tables, seating and overseeing catering orders; sending invitations and managing RSVPs; tracking costs to ensure event is within specified budget; and all other logistical details.
• Arranges for specified faculty to attend graduation ceremonies.
• Works in conjunction with Manager of Marketing and Communication to facilitate ASU Homecoming, Open Door, Lecture series and other events.
• Customer Service - duties include, but are not limited to:
• Manages multiple high-priority activities in a fast-paced environment requiring considerable coordination and follow through.
• Serves as back up staff member for ensuring front office maintains adequate coverage and to provide office operations support.

Minimum Qualifications

Bachelor's degree in a related field AND four (4) years experience in an administrative position; OR, Any equivalent combination of education and/or experience from which comparable knowledge, skills, and abilities have been achieved.

Desired Qualifications

• Evidence of (4) years of providing administrative support in a fast-paced environment.
• Experience directly supporting an administrator, preferable in a higher education environment.
• Experience with academic personnel processes, tenure and promotion.
• Experience working effectively in an environment subject to tight deadlines and quickly changing priorities.
• Experience in a wide variety of administrative functions including customer services, calendaring, scheduling and event planning.
• Evidence of effective communication skills.
• Experience in oral/written/media presentation
• Experience using Microsoft Office applications at an advanced level (i.e., Word, Excel, Outlook).
• Experience using Google Drive, Dropbox, Adobe Pro, Salesforce and Zoom.
• Ability to learn and adapt quickly, as well as be comfortable with technology and new processes.
• Experience in managing multiple high-priority activities requiring considerable coordination and follow-through to meet deadlines and requirements.
• Ability to exercise sound judgment in decision-making, be flexible, as well as have the ability to anticipate, recognize and resolve internal and constituent issues.

Working Environment

• An 8:00 – 5:00 PM, Monday-Friday work schedule.  Occasional weekend work and/or travel will be required for events.
• Working both independently and within a complex structured team.
• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Stand for varying lengths of time and walk moderate distances to perform work.
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
• Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.
• 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.
• Reports directly to chair or director.
• Receives regular review of performance for achievement of established objectives.

Department Statement

ASU’s School of Politics and Global Studies emphasizes research that links theory with real world issues and action through policy. The school generates and diffuses knowledge that contributes to society’s understanding of politics and governance at a local, national and global level. For more information please visit https://SPGS.asu.edu/

SPGS is one of 19 academic units within The College of Liberal Arts and Sciences, which offers the greatest choice and diversity of studies of any college at Arizona State University, the largest public university in the United States. In addition to top academic programs, award-winning faculty, and state-of-the-art lab and research facilities, The College offers unique opportunities to explore a vast spectrum of academic disciplines—from science and math to languages and philosophy—that few other colleges and universities can provide. With more than 100 undergraduate degrees, 150 graduate degrees, and over 50+ world-class research centers and one-of-a-kind institutes, The College is redefining liberal arts and sciences education for the 21st century.

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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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.