Administrative Associate

85352BR

Campus: Tempe

Administrative Assoc

Job Description

Performs varied administrative work unique to the work unit requiring initiative and independent judgment. Incumbents work independently under general direction. Monitors budget and account expenditures, maintains official records, and implements administrative policies.  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.

Days and Schedule: Work location is primarily at the Tempe campus; however, incumbent may be required to travel to off-campus events and other ASU campuses to perform work driving their own vehicle. This position is a Full-time position from Monday – Friday 8:00AM – 5:00PM, evenings and weekends may be occasionally be required.

Flexible work arrangements are available in an alternative or hybrid schedule but will be based on the work and the needs of the university and department operations and pending leadership approval.

Job Family

Clerical & Admin Support

Department Name

Counseling Services

Full-Time/Part-Time

Full-Time

VP Code

EDUC OUTRCH & STDT SVCS

Grant Funded Position

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

Salary Range

$20.20 – $20.92 per hour; DOE

Close Date

08-November-2022

Essential Duties

• Provides administrative support to supervisor and professional staff in areas such as maintaining calendars, scheduling appointments and maintaining record-keeping systems; develops and maintains databases and/or spreadsheets; prepares special and recurring reports containing specialized or sensitive information.
• Orders supplies, furniture, equipment and/or textbooks in accordance with department guidelines; authorizes/approves expenditures or actions for administrative and operational need which may requires high level signatures.
• Provides office operations support such as preparing and composing confidential correspondence on own initiative, receiving and screening telephone calls and visitors as well as screening and prioritizing mail.
• Coordinates staff and student employee recruitment activities including, but not limited to: interview, selections, appointment and/or promotion processes; initiates applicable Human Resource requests and/or forms, payroll, scholarship application/waiver, and student worker time sheets.
• Executes and coordinates office operations such as office moves, meetings, conferences, training, workshops, convocations, and/or special events; coordinates building an equipment maintenance requests; maintains keys and key log for department.
• Responds to inquiries by providing information requiring comprehensive knowledge of university policies and procedures; interprets administrative decisions and policies to other staff.
• Prioritizes and arranges meetings, conferences, and appointments for supervisor and professional staff; makes all necessary travel arrangements and itineraries; prepares and files travel authorization and travel vouchers for supervisor, staff, and/or guest lecturers; determines and prepares background materials as needed.
• Serves as liaison to faculty, staff, students, alumni and the general public in facilitating university programs, requests for information or complaints.
• May supervise of coordinate the activities of subordinate employees including orienting and training new staff and student employees.
• Performs other administrative duties as assigned.

Minimum Qualifications

Bachelor’s degree in Business or in a field pertinent to work unit and one (1) year of directly related administrative experience; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved. 

Desired Qualifications

• Experience in using PeopleSoft
• Experience in working in higher education environment
• Experience in using BrassRing
• Experience in supporting EEO investigations.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse.
• Required to 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.
• Ability to clearly communicate to perform essential functions.

Department Statement

The mission of the ASU Health Services is to provide high-quality health care that is accessible, affordable and compassionate in order to ensure the well-being and educational success of students at Arizona State University. Through our internal and external academic partners, the ASU Health Services faculty and staff are an integral part of the New American University. ASU Health Services is a member of the Mayo Clinic Care Network. ASU Health Services is fully accredited by the Accreditation Association for Ambulatory Health Care. ASU Health Services facilities are beautiful, modern, efficient, and utilize an electronic health record (Point&Click). ASU Health Services works with our other wellness departments to create a healthy campus model and our physicians and nurse practitioners play a key role working with student leaders.

We are a coordinated group, practicing medicine with staff board certified physicians (with specialties in family medicine, internal medicine, emergency medicine, sports medicine, rheumatology, and adolescent medicine) and board certified nurse practitioners. To learn more about Health Services, please visit our website at http://students.asu.edu/health .  

ASU offers a tuition discount for the employee, their spouse and dependents, and a competitive benefits package including paid vacation and holidays, health insurance and more. For more benefits information, please visit http://cfo.asu.edu/hr-benefitsenrollment .

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 Police Department 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.

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.