Administrative Asst

85964BR

Campus: Tempe

Administrative Asst

Job Description

The School for Engineering of Matter, Transport and Energy (SEMTE) in the Ira A. Fulton Schools of Engineering is seeking to fill the position of Administrative Assistant. Under general supervision; this position will manage the SEMTE graduate seminar series, event coordination, provide administrative support to select faculty members, and provide administrative support for Human Resources within the department. The successful candidate must be skilled in maintaining effective working relationships among a diverse population, able to provide excellent customer service, skilled in handling confidential and sensitive information, and work effectively in an administrative experience environment subject to quickly changing priorities.

Job Family

Clerical & Admin Support

Department Name

Sch Engr Matter Trnsprt Energy

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

$20.00 – $25.00 per hour; DOE

Close Date

28-November-2022

Essential Duties

• Coordinates graduate seminars for Mechanical and Aerospace Engineering (MAE) program, Chemical Engineering (CHE) program, Biological Design (BDI) program and Materials Science Engineering (MSE) program, including creating and maintaining calendar of seminars, contacts seminar speakers to arrange travel, creates and distributes seminar flyers, coordinates schedule for seminar visit, tracks attendance at seminar for students enrolled in seminar class, assists day of the event, collects receipts for reimbursement of seminar speaker and professors hosting meals, and processes invoices associated with seminars including hotel and catering bills.
• Coordinates school events including communication with staff and/or faculty on event needs, reserves locations, decides on catering and sends out relevant communication and reminders and provides assistance the day of event as needed.
• Arranges travel, submits travel requests and expenses reports for assigned faculty members; arranges meetings, takes minutes and provides other administrative support as needed.
• Composes replies to correspondence on own initiative, interpreting and explaining established policies and procedures in response to inquiries from a variety of sources.
• Coordinates and enters purchasing and reimbursement transactions utilizing various purchasing methods (purchasing card and Workday/Sunrise)
• Assist members of business/HR team with various tasks as needed

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

• Experience working in a higher education environment.
• Experience providing administrative assistance including travel and meeting arrangements.
• Event planning experience.
• Demonstrated knowledge with ASU financial policies regarding travel, reimbursements, meals, etc.
• Experience in a high work volume environment managing multiple tasks and priorities.
• Experience in record keeping and ensuring adherence with policies, practices, and regulations
• Experience working effectively and collaboratively with others including faculty, staff and students.
• Experience using Microsoft Office & other applications (i.e., Excel, PowerPoint, Word, Outlook, PeopleSoft & Workday).
• Experience in a customer service focused position.
• Evidence of effective communication skills.

Working Environment

• Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting. 
• Use of office equipment including a desktop computer. 
• Ability to lift up to 20 pounds. 
• Effective communication skills are needed to perform essential duties. 
• Work from general instructions on standard job duties and specific directions/instructions on new assignments.

Department Statement

The Ira A. Fulton Schools of Engineering on the Tempe Campus is comprised of six schools based on academic programs and research areas. The School for Engineering of Matter, Transport and Energy has a nationally recognized faculty that conducts research, instructs and mentors students, and provides service to the profession and community.
The School for Engineering of Matter, Transport and Energy (SEMTE) is leveraging the synergy of engineering and science to develop new knowledge and technologies, and create innovative solutions to society’s most pressing problems. Our undergraduate programs position students for roles as professional engineers or advanced studies beyond the baccalaureate degree. At the graduate level, we provide rigorous, cross-disciplinary training and a rich research environment, immersing our students in diverse research topics that have broad interactions among disciplines, both within and beyond the school. Please visit our website for additional information: http://semte.engineering.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.

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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.

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.