Arizona State University

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at Arizona State University

Pay: $37,440 to $52,000/year
Depends on experience
Posted: 9/27/2017
Job Status: Full Time
Job Reference #: 36333BR

Job Description

Administrative Specialist
Arizona State University
University Business Service
Campus: Tempe 
Requisition Id# 36333BR 

Salary Range: 
$37,440 - $52,000 per year, DOE 

Close Date: 

Job Description: 
University Business Services is seeking a candidate experienced in providing high-level executive support. The Administrative Specialist will perform complex administrative duties of a responsible, sensitive and confidential nature in support of an Associate Vice President. Support includes calendaring, scheduling, coordinating and arranging travel, maintaining confidentiality, coordinating events, time reprting, and maintaining records and documents. The ideal candidate will be self-motivated and flexible.
Essential Duties: 
•Supports and manages the calendar of the Associate Vice President
•Compiles, prepares and maintains background material related to meetings and events, to include preparing minutes, follow-up and tracking
•Maintains electronic and paper records for Associate Vice President (AVP)
•Coordinates and arranges travel and maintains corresponding records; uses the university’s travel management system
•Works closely with other university offices in coordinating the executive's involvement in university events.
•Composes correspondence, proof reads, and edits materials
•Responds to management and public records requests for information
•Serves as liaison to Associate Vice President’s direct reports
•Maintains confidential/sensitive and administrative records
•Serves as Data Time Administrator (DTA) for departmental payroll including time approval and record keeping
•Coordinates social and recognition events, to include coordination of the department’s stadium suite
•Answers phone, greets visitors and directs questions to appropriate offices/people for prompt resolution
•Provides back-up to other staff in the office
•Monitors budget expenditures for the department and reconciles purchasing card
•May access the University’s financial system
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 office and administrative practices and principles
•Experience supporting an executive level administrator
•Experience in administrative calendaring and in arranging travel
•Evidence of effective verbal and written communication skills
•Experience coordinating events including equipment, catering, invitations/RSVP’s
•Experience with confidentiality and maintaining sensitive information
•Experience working in a fast-paced environment
•Experience using a travel management system
•Experience using Microsoft Office products including Outlook, Word, Excel, PowerPoint and Visio
•Experience in using tact and diplomacy and maintaining effective working relationships
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 5 pounds
•Regular activities require the ability to quickly change priorities, which may include and or be subject to resolution of conflicts
•Communicate to perform the essential functions
Department Statement: 
University Business Services (UBS) supports the New American University's vision of excellence, access and impact by providing business services and solutions to the university.  UBS is comprised of departments including Supply Chain, Parking and Transit Services, Auxiliary Business Services, Risk and Emergency Management, Environmental Health and Safety, University Security Initiatives, and Sustainability Practices.
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 90,000 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

AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will be considered without regard to race, color, sex, religion, national origin, disability, protected veteran status, or any other basis protected by law.
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.
To apply please go to click "External Applicant" under Staff job opportunities, see Req Id# 36333BR

Application Instructions

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