ADMINISTRATIVE SPECIALIST

Minimum Qualifications:

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

Experience in:

·         providing administrative support to high-level executives

·         composing professional correspondence, presentations, manuals, and reports

·         creating and updating record keeping systems, databases, and spreadsheets

·         coordinating travel reservations and itinerary

·         scheduling and managing electronic calendars

·         using computer software: Microsoft Office (Excel, Word, Visio, Outlook, PowerPoint), Google Workspace suite (docs, sheets, drive, forms), Workday

·         customer service

·         working autonomously from supervisor

·         multitasking and organizational ability

·         developing and maintaining effective working relationships

Knowledge of:

·         purchase cards

·         meeting transcription

·         event planning

Evidence of effective communication skills.

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/sit for varying lengths of time and travel moderate distances to perform work.

·         Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.

·         May have to occasionally lift and carry file boxes/reams of paper.

·         Drives University vehicles and/or carts.

Department Statement:

What’s in it for you?

Looking for an employer that offers you solid growth opportunities, as well as a work/life balance?

ASU offers the following:

·         Flexible work schedules

·         22 days of accrued vacation leave, 12 days of accrued sick leave and 10 paid holidays annually for all staff.

·         Tuition Reduction Program for staff members, their spouses, and dependents, available on day one. For more information visit https://cfo.asu.edu/reduced-tuition

·         12 weeks of paid parental leave following the birth or adoption of a child

·         Affordable benefits package including dental, vision, and life insurance benefits.  More information available at https://cfo.asu.edu/benefits

·         Retirement program designed to promote long-term savings and provide income upon retirement which includes Arizona State Retirement System (ASRS)

·         Paid time for volunteer and professional development

·         Wellness program for preventative health education and screenings

·         Disability and leave program for income protection

·         Free and confidential Employee Assistance services, helping to manage personal difficulties or life challenges

·         ASU Discounts to sports/events along with discounts with ASU partnerships

ASU Facilities Development and Management (FDM) maintains and services all university-owned property,  and develops and constructs innovative and sustainable facilities. FDM’s vision is to contribute to and guarantee the success of the university’s mission by creating and caring for the ASU campus and environment. We provide quality customer service, effectively steward our resources, and meet the needs of the university through creative and collaborative efforts.

Facilities Development and Management at ASU employment requires current eligibility to legally work in the United States.  Facilities Development and Management will not be a sponsor for this position.

This position is located at the University Services Building, 1551 S. Rural Road, Tempe, AZ (on Rural Road south of Apache Blvd).

This position is based at ASU’s Tempe campus and may require working from other campuses depending on operational needs.  

This position requires that you must possess a valid Arizona driver's license (minimum of Class D) upon employment and maintain throughout employment.  Post-offer of employment, selected candidate must possess an acceptable driving record which is 5 or fewer points in the most recent 39-month period from date of hire.

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of all background, including fingerprint checks.

Driving Requirement:

This position may require driving. Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$19747.htmld

To be considered, your application must include all of the following attachments:

·         Cover letter

·         Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact HR Talent Acquisition before the posting close date to request edits.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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/az-resources.

Employment Verification Statement:

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.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

To view full description or to apply please click this link: https://asu.wd1.myworkdayjobs.com/en-US/ASUStaffCareers/details/Administrative-Specialist_JR118946-1?q=JR118946 

Job Description:

Facilities Management, Tempe campus, seeks an Administrative Specialist to perform complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence in support of high-level executives in the department.

Salary Rate or Salary Range

$56,000 - $60,000 annually.  ASU offers a comprehensive benefits package with the State of Arizona.

Essential Duties

·         Management of executives’ calendars, schedule meetings and travel, mail distribution, order office supplies, P-card purchases

·         Compile, prepare, and maintain background material related to meetings, events and travel, coordinate and track follow-up

·         Independently compose correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues

·         Track, compile and distribute reports

·         Order and track department supplies

·         Coordination of “Building Liaison” meeting (update list, organize meeting, update presentation etc.)

·         Responsible for coordination of Uniform program

·         Organize and coordinate leadership events to include luncheons, leadership offsites and assist with employee recognition awards

·         Demonstrate a high level of accuracy and attention to detail

·         Provide back-up to other staff in the office

·         Perform other duties as assigned

·         Clearly communicate to perform essential functions of the job.

DAYS & SCHEDULE: Monday-Friday, 8:00am - 5:00pm          

This position is based at ASU’s Tempe campus and may require working from other campuses depending on operational needs.