Administrative Specialist

85641BR

Campus: Tempe

Administrative Specialist

Job Description

The ASU Knowledge Enterprise is seeking a motivated and proactive Administrative Specialist to join the Biodesign Administrative Support Operations team. As the administrative specialist, you would perform fast paced administrative work unique to the various centers within the Biodesign Institute and administration. In this position, you will work closely with Center Directors and research faculty regarding scheduling meetings, monitoring calendars, assisting with travel, and supporting day-to-day operational activities. This position advances strategic initiatives by connecting center-level operations with a core network of administrators to carry out programs and projects, events, and key onboarding tasks within the Knowledge Enterprise. You will work within a team of administrators dedicated to advancing the Institute under administrative leadership and the Biodesign Executive Office. 

Job Family

Clerical & Admin Support

Department Name

Biodesign Admin Support Ops

Full-Time/Part-Time

Full-Time

VP Code

KNOWLEDGE ENTERPRISE DEV

Grant Funded Position

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

Salary Range

$42,000 – $57,930 per year; DOE

Close Date

18-November-2022

Essential Duties

• Provide executive administrative support and maintain multiple calendars
• Coordinate and arrange domestic and international travel
• Process travel reimbursements and expenditures
• Independently compose confidential correspondence on own initiative 
• Lead and support Executive Office programs and Administrative Support Operations projects 
• Support faculty center recruitment efforts 
• Center onboarding; affiliations and door access departmental manager
• Coordinate or assist in coordinating events, collaborating with administrative team and Knowledge Enterprise Events
• Develop and execute programming content for meetings and activities
• Respond to inquiries providing information requiring comprehensive knowledge of university policies and procedures
• Organize tours as requested by the department
• Interpret administrative decisions and policies to faculty, staff, and students, including operational processes. 
• Serve as a professional liaison to faculty, staff, and students
• Special projects as assigned

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 with Microsoft Office applications (Word, PowerPoint, Excel, Outlook) 
• Knowledge of standard office and administrative practices
• Experience with coordinating and organizing meetings and/or special events
• Experience with Concur, WorkDay, SharePoint or other ASU systems
• Knowledge of University policies and procedures.
• Experience in planning, analyzing and coordinating activities and establishing priorities.
• Evidence of effective communication skills.
• Experience in tact and diplomacy and in maintaining effective working relationships.
• Experience in problem solving and decision making; evidence of organizational skills and flexibility; problem solving and proactively anticipating requirements and potential problems.

Working Environment

• Climate-controlled office setting subject to extended periods of sitting. 
• Visual acuity and manual dexterity associated with daily use of desktop computer.
• Some bending, stooping, reaching, and lifting up to 20 pounds.
• Ability to clearly communicate to perform essential duties.
• Expected to be responsive to customers, engaged in work production, resourceful, flexible, and respectful of others.

Department Statement

For the eighth year in a row, ASU has been named the most innovative school in the nation, recognizing the university’s culture of groundbreaking research and partnerships, as well as its commitment to helping students thrive in college and beyond. U.S. News and World Report has named ASU as the most innovative university all eight years the category has existed. 

ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way. To learn more about how Knowledge Enterprise is a place for your career to grow, visit https://research.asu.edu/about-us/careers.   

At Biodesign Administrative Support Operations, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team. 

Working at ASU has additional perks and OUTSTANDING benefits, which include health, dental, and vision insurance plans; life insurance and disability programs; sick leave and holidays; ASU/UA/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to ASU recreation and cultural activities; and more. To estimate the value of your total compensation, please visit https://cfo.asu.edu/compensation-estimator . 

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.

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.