CONTRACTS AND OFFICE COORDINATOR

Contracts and Office Coordinator

Arizona State University

ASU Kerr Cultural Center

Campus: Tempe

68559BR

Job Description

ASU Kerr is seeking an experienced office professional to provide clerical support. The ideal candidate will have acute attention to detail, a welcoming demeanor, top-notch administrative skills and an appreciation for the arts. This position is full time, hourly and benefits eligible. This position reports to the General Manager of ASU Kerr. 

Salary Range

$13.39 - $15.86 per hour; DOE

Close Date

08-July-2021

Essential Duties

·       Create event contracts in compliance with ASU rules and regulations and route for signature. Ensure all permits, licenses, insurance and payments are received and processed timely for over 200 renters/artists per season. 

·       Prepare a variety of documents in a range of computer programs. Format and proofread materials and correct grammatical, punctuation and spelling errors. Handle administrative forms for office/department and forward appropriately for processing; initiate work orders with approval.

·       Receive and screen phone calls and visitors; assist by answering questions and providing information.

·       Organize and maintain files and contractual calendar.

·       Prepare and submit weekly timesheets for event/part-time workers based on time card data. Research and clarify any discrepancies. 

·       Provide front office support to manager and staff.

·       Process payments, deposits and donations within 48 hours of receipt. 

·       Prepare travel itineraries, ASU travel forms and travel reconciliations.

·       Order, track and stock office and break room supplies.

·       Coordinate storage and pick-up of surplus equipment and supplies from venue staff. 

·       Operate various office equipment including, computers, photocopier, and printers. Ensure equipment is in working order and maintain appropriate supplies.

·       Assist renters/patrons with their needs and questions.

·       Conduct tours as needed.

·       Maintain records and schedule for department vehicles regarding maintenance, emissions, parking decals, cleaning and fuel. 

·       Assist with training of new student employees as needed.

·       Run errands on occasion, which require driving a university vehicle

·       Develop a personal code of conduct to help ensure our work environment is welcoming, equitable and supports our department mission and core values along with the ASU Charter. 

·       Coordinate special projects as assigned and perform other administrative duties as needed

Days and Schedule: Monday – Friday from 8am to 5pm

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND one (1) year of related experience; OR,

Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

·       Knowledge of standard office practices, procedures and etiquette. 

·       Experience in using attention to detail, follow through, confidentiality and customer service skills.

·       Experience in typing and use of computer (Mac and Windows based machines).

·       Skill in composing letters.

·       Experience in using good judgment.

·       Ability to set priorities. 

·       Ability to drive on university business and possess a valid US driver license upon employment. 

·       Ability to work independently after receiving guidance. 

·       Knowledge of event requirements and specifications. 

Working Environment

·       Ability to clearly communicate to perform essential duties. 

·       Ability to sit and use computer for extended periods of time. 

·       Operate and maintain office equipment.

·       Utilize computer software applications such as MS Outlook, Word, Excel and Adobe Acrobat Pro.

·       Create and maintain files.

·       Answer multiline telephone.

·       Ability to process payments/deposits of money within 48 hours of receiving request. 

·       Able to meet, greet, and direct all visitors, staff, and faculty.

·       Maintain the regularly scheduled hours at ASU Kerr. 

·       Drive on university business and possess a valid US driver license upon employment. 

·       Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.

Department Statement

ASU Cultural Affairs is comprised of three units ASU Gammage, ASU 365 Community Union and ASU Kerr. Through the mission of Connecting Communities™ ASU Cultural Affairs makes an impact across the Valley of the Sun through the arts, entertainment, education and events.

ASU Kerr Cultural Center is a one-of-a-kind, 250 seat, true adobe venue like no other in the Valley. Each season, ASU Kerr welcomes a carefully curated selection of performances that represent the spirit and vision of its namesake Louise Lincoln Kerr. 

ASU Cultural Affairs is committed to providing a welcoming, equitable and respectful environment for all in order to realize our mission of Connecting Communities™ through the arts, entertainment, education and events. Our core values serve as a guide for daring engagement, respectful dialogue and cross-collaboration.

ASU Cultural Affairs Core Values: Innovative Mindset   Support Authenticity   Nurture Community

To learn about ASU Kerr, visit: asukerr.com

To learn about the ASU Charter and goals, visit: president.asu.edu/asu-mission-goals 

Total compensation at ASU is more than the salary paid for the valuable work performed. You can estimate the approximate value of your overall compensation here: cfo.asu.edu/compensation-estimator. You also receive the following:

•   Comprehensive package of affordable health benefit plans and programs: cfo.asu.edu/benefits 

•   Access to world-class educational opportunities at deeply discounted rates

•   Paid holiday, vacation and sick leave

•   Matching retirement contributions

•   Discounts from a variety of vendors and service providers for personal expenses

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 80,000 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/relocation-services.

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.

To apply please go to www.asu.edu/asujobs/ see Req Id# 68559BR