Administrative Specialist

Arizona State University

  • Tempe, AZ
  • $43,681-60,249 per year
  • Permanent
  • Full-time
  • 26 days ago
Department NameAZ Water Innovation InitiativeJob DescriptionThe Julie Ann Wrigley Global Futures Laboratory aims to design implementable options to sustain global habitability and improve well-being for all humankind.We are seeking an Administrative Assistant to support the Science Director, Arizona Water Innovation Initiative (AWII). AWII is a statewide project led by the Julie Ann Wrigley Global Futures Laboratory. The initiative has five strategic programs: the Global Center for Water Technology, the Arizona Water Observatory and Decision Support System, Impact Water - Arizona, Arizona Water for All, and the Kyl Center for Water Policy.Through this initiative, ASU works with industrial, municipal, agricultural, tribal, and international partners to rapidly accelerate and deploy new approaches and technology for water conservation, augmentation, desalination, efficiency, infrastructure, and reuse.Under supervision from the Director of Operations, this position will perform complex administrative duties of a responsible, and sometimes sensitive/confidential nature, requiring considerable independence of action, in support of Global Futures Professor and Science Director, Arizona Water Innovation Initiative.Requisition ID100916BRWorking 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.
  • Occasional bending, reaching, lifting, pushing, and pulling up to 25 pounds.
  • 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.
  • May drive University vehicle and/or cart to campus site.
ASU is a diverse enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation, and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market, as such the following options may be offered dependent on department needs:Flexible work options
  • Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
  • Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.
Minimum QualificationsBachelor'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.Category02VP CodeKNOWLEDGE ENTERPRISE DEVScope of SearchOpenDesired Qualifications
  • Experience in developing and maintaining effective working relationships.
  • Experience in composition, grammar, spelling, and punctuation.
  • Experience in supporting university hosted events both on and off campus.
  • Experience completing travel arrangements and processes via Concur.
  • Experience in purchasing, reimbursement, and procurement procedures.
  • Evidence of being technologically inclined and comfortable learning new platforms
  • Experience in managing multiple high-priority activities requiring considerable coordination and follow-through.
  • Experience in being proactive and following through on all tasks to completion, often independently and with minimal oversight.
  • Experience in a higher education environment preferred.
  • Demonstrated knowledge of University policies and procedures.
  • Experience in a wide variety of administrative functions including calendaring, scheduling, and word processing.
  • Experience in dealing with a wide range of topics, including confidential and sensitive information.
  • Experience in tact and diplomacy and in maintaining effective working relationships.
  • Evidence of effective communication.
  • Experience in complex travel reservations and reimbursements.
Close Date10-May-2024Grant Funded PositionThis is a grant funded position. Continuation is contingent on future grant funding.Full-Time/Part-TimeFull-TimeEssential Duties
  • Provides overall administrative support to Global Futures Professor and Science Director, Arizona Water Innovation Initiative on a daily basis.
  • Manages or assists in the management of the Director's calendar.
  • Works closely with other university offices in coordinating the Director's involvement in university events.
  • Coordinates and arranges for the Directors' travel and prepares reimbursements.
  • Provides guidance to Director's research team on travel, purchasing, and reimbursements.
  • Coordinates or assists in coordinating events, including arranging equipment, and catering, sending invitations, and managing RSVPs.
  • Compiles, prepares, and maintains background material related to meetings, events and travel, coordinates, and tracks follow-up.
  • Independently composes correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues involved.
  • Provides word processing, transcription of dictation, and processing of correspondence and e-mail.
  • Schedules and may attend meetings and conferences.
  • Maintains files; completes requests, records, submits, and tracks all purchase requests/vouchers.
  • Provides back-up to other staff in the office.
Salary Range$43,681 - $60,249 per year; DOEInstructions to ApplyApplication 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.Job FamilyClerical & Admin Support

Arizona State University