Administrative Specialist
Arizona State University
- Tempe, AZ
- $43,681-60,249 per year
- Permanent
- Full-time
- 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.
- 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.
- 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.
- 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.