Executive Administrative Support Specialist

Executive Administrative Support Specialist

Arizona State University

Edson Strategic Part & Innov

Campus: Downtown Phoenix

99972BR

Job Description

Under the general direction of Edson College Assistant Dean and in collaboration with the Diversity, Equity, Inclusion, and Belonging (DEIB) Officer, coordinates multiple tasks simultaneously and autonomously, which includes business affairs, personnel matters, managing budgets and proactively managing a wide range of projects and initiatives. Performs complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of the Assistant Dean and DEIB Officer.

Salary Range

$43,900 - $67,600 per year; DOE

Close Date

15-April-2024

Essential Duties

• Serves as a representative of the Assistant Dean of Strategic Partnerships & Innovation as well as the DEIB Officer in written and verbal communication, internal and external collaboration, and project management.
• Manages or assists in the management of the executive's calendar.
• Manages/coordinates the Assistant Dean’s and DEIB Officer’s travel as requested.
• Coordinates or assists in coordinating events, including arranging equipment and catering, sending invitations, and managing RSVPs.
• Compiles, prepares, and maintains agendas, minutes, and background material related to meetings, events, and travel.
• Maintains documentation of requested data and project follow-up.
• Independently composes correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues involved.
• Provides email and other written correspondence on behalf of the Assistant Dean and DEIB Officer as requested.
• Answers phones, greets visitors and directs questions to appropriate offices for resolution.
• Schedules and attends meetings and conferences as requested.
• Maintains confidentiality of private and sensitive information.
• Upholds The Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA) requirements.
• Maintains files; completes requests, records, submits, and tracks purchase requests/vouchers.
• Provides back-up to other staff in the office when requested.
• Participates in the Edson College strategic plan.
• Collaborates with administrative assistants and coordinators in the Dean’s office.
• Monitors and coordinates the flow of correspondence-related assignments within the office, including oversight of the Assistant Dean’s and DEIB Officer’s office records.
• Assists in developing Assistant Dean’s and DEIB Officer’s office operating policies and procedures and makes recommendations for continuous quality improvement.
• Prepares and edits supporting materials for meetings and presentations utilizing available technology and electronic databases.
• Serves as a facilitator in coordinating projects and events and in the communication of information from the Assistant Dean’s and DEIB Officer’s office.
• Send and track RSVPs
• Coordinator vendors, catering and sponsors
• Prepare materials and supplies
• Provide on-site support, like managing registration and troubleshooting issues
• May supervise other assigned staff and student workers, which could include hiring, termination, discipline, and performance evaluation.
• Interacts with members of the university community and the public on behalf of the Edson College, including representation at meetings.
• Exercises sound judgment in decision-making, including the ability to anticipate, recognize, and resolve internal and/or constituent issues.
• Performs special assignments as directed by the Assistant Dean, DEIB Officer, and the Edson College Dean.
• Knowledge of administrative principles and practices.
• Knowledge of handling confidential, proprietary and privileged documents and information.
• Knowledge of University policies and procedures.
• Knowledge of accounting and budgeting procedures and techniques.
• Knowledge of supervisory practices and principles.
• Skill in planning, analyzing and coordinating activities and establishing priorities.
• Skill in clear and effective communication, both verbal and written.
• Skill in tact and diplomacy and in maintaining effective working relationships.
• Ability to manage multiple high-priority activities.

Minimum Qualifications

Bachelors degree in Business or field pertinent to work unit AND four (4) years of directly related administrative experience; OR, Eight (8) years 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

• Evidence of a Master’s degree.
• Experience working with faculty, staff, and students in a higher education environment.
• Experience coordinating the work of others.
• Evidence of effective communication skills.
• Demonstrated knowledge of Microsoft Office applications, Adobe, Google applications (Google Docs, Google forms, Google sheets, Dropbox).
• Experience in adapting to new technology.
• Ability to work in a collaborative environment subject to quickly changing.
• priorities and tight cyclical deadlines.
• Evidence of being detail-oriented, skilled at multi-tasking and setting priorities.
• Evidence of independent time management to meet critical deadlines.
• Demonstrated knowledge of administrative policies and procedures as applied in public higher education academic institutions.
• Demonstrated knowledge of university organizational structure.
• Demonstrated knowledge of management and supervisory principles and practices.
• Experience in making administrative and procedural decisions and judgements on sensitive, confidential issues.
• Experience in understanding and interpretating University and Arizona Board of Regents policies.
• Evidence of effective communication.
• Experience in establishing priorities and organizing resources.
• Experience in establishing and maintaining effective working relationships.
• Experience in working with community partners.
• Experience organizing DEIB programs, such as training workshops, planning heritage/affinity month recognitions, or mentorship programs for underrepresented groups.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• 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.
• Regular use of standard office equipment including but not limited to computer workstation, laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and technologies (ZOOM, Teams, Webex and other meeting platforms).
• Utilized University data basses to inform Assistant Dean of Academic Enterprise and Dean of the college.
• This position may provide supervision of staff for completion of tasks as needed.

Department Statement

Edson College of Nursing and Health Innovation at Arizona State University is an inclusive world class enterprise of discovery that prepares innovative, evidence-based healthcare providers, educators, leaders & researchers to optimize health in a culturally diverse global community.

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 PD 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.

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.

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