Arizona State University
Job Profile:
Administrative Support Assistant 3
Job Family: Administrative Support
Time Type: Full time
Max Pay - Depends on experience: $72,900.00 USD Annual
Apply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications: High School Diploma and three years (3) 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.
Job Profile Summary: Provides complex administrative support to a department or group of professionals in support of department goals.
Job Description:
Position Salary Range: $48,600-72,900; Depending on experience The Learning Engineering Institute is seeking an Administrative Specialist to provide high-level administrative support to the leadership team of the institute. This role involves managing complex and sensitive responsibilities requiring discretion, strong organizational skills, and considerable independence of action. The position provides direct support to the Executive Director and leadership team, with primary responsibilities including complex calendar management, coordination of travel, and planning and execution meetings and various events. The successful candidate will ensure leaders are well-prepared for daily activities and strategic engagements with internal and external stakeholders including senior university officials and external partners. This position requires exceptional follow-through, attention to detail, and the ability to manage multiple high-priority tasks in a fast-paced, dynamic environment.
Essential Duties:
Manage Executive Calendars: Oversee and maintain leadership calendars, coordinating schedules to ensure efficient time management and prioritization of key meetings and events.Coordinate Travel and Expenses: Arrange all travel logistics for the dean, including transportation and accommodation. Prepare and submit detailed travel expense reports for reimbursement. Stakeholder Interaction: Serve as a point of contact for high-level stakeholders, ensuring communication is handled with professionalism, tact, and confidentiality. Task Coordination and Follow-through: Manage multiple high-priority activities simultaneously, demonstrating strong follow-through on all projects and tasks. Clearly communicate and adhere to deadlines to ensure timely task completion. Prepare Meeting and Event Materials: Compile, organize, and maintain background materials and pertinent documents for meetings, events, and travel, ensuring follow-up items are tracked and completed. Compose Official Correspondence: Independently draft correspondence on behalf of the dean, ensuring communications are accurate, professional, and reflect an understanding of relevant issues. Process Financial Forms: Handle financial documentation, including processing business forms for reimbursements, purchases, and other financial transactions on behalf of the dean. Provide Office Support: Offer backup assistance to other office staff to maintain seamless operations during peak times or staff absences. Guide Staff on Policies: Provide guidance to unit staff on college policies and procedures, promoting adherence and consistency across departments. Organize Special Events: Coordinate or assist in planning special events for the institute, including arranging equipment, catering, sending invitations, and managing RSVPs. Lead Special Projects: Oversee or contribute to special assignments and projects as directed by leadership. Solutions Driven: Take a proactive role in resolving conflicts that do occur to ensure that all meetings and tasks remain on track Desired Qualifications:
Bachelor'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. Bachelor's degree in Business Administration, Education, or a related field, and four years of experience in executive support, OR eight years of directly related administrative experience. Familiarity with complex calendaring, travel coordination, and meeting/event planning. High level of maturity, sound judgment, and the ability to work independently. Knowledge of the ASU ecosystem and Enterprise structure. Experience in supporting a high-level administrator in higher education that includes calendaring and scheduling meetings. Experience working in a research environment. Evidence of effective verbal and written communication skills. Experience in taking initiative, strong organizational skills and attention to detail. Experience in anticipating problems and resolving them. Experience in managing multiple high-priority projects in a fast-faced environment requiring considerable coordination and follow through. Demonstrated knowledge of academic policies and procedures. Computer software experience, including Microsoft Suite, Google Suite, Canva, and Adobe). Experience in dealing with confidential and sensitive information. 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 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. Communicate to perform essential duties. The Learning Engineering Institute is housed on the Tempe Campus of ASU near downtown Tempe. Arizona State University is located in the Phoenix/Scottsdale metropolitan area and offers all of the amenities of a large urban/winter resort area.
Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting or standing. Daily use of a desktop or laptop computer is required. Ability to clearly communicate to perform essential duties. Regular review of completed tasks.
Department Statement:
ASU's Learning Engineering Institute aims to transform learning environments and experiences to empower equitable student engagement, improved learning outcomes, and success across large, diverse populations of learners. Drawing on behavioral, design, computer, and data sciences, the LEI advances research and development around educational technology to develop data-informed, technologically enhanced innovations in learning and instruction. The LEI's transdisciplinary approach includes systematically collecting large-scale learning data while respecting data privacy, analyzing data to make better predictions, and rapidly iterating new approaches to improve outcomes.
Driving Requirement: Driving is not required for this position.
Location: Campus: Tempe
Funding: No Federal Funding
Instructions to Apply:
Current Employees and Students should apply directly within
Workday
using the Jobs Hub. Use this link and log in using SSO: https://www.myworkday.com/asu/d/inst/1$9925/9925$12231.htmld
To be considered, your application
must
include
all
of the following attachments:
Cover letter Resume/CV
Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.
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. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.
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We can recommend jobs specifically for you! Create a custom Job Alert by selecting criteria that suit your career interests.
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 inclusive excellence, 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
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: A fingerprint check is not required for this position.
Job Family: Administrative Support
Time Type: Full time
Max Pay - Depends on experience: $72,900.00 USD Annual
Apply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications: High School Diploma and three years (3) 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.
Job Profile Summary: Provides complex administrative support to a department or group of professionals in support of department goals.
Job Description:
Position Salary Range: $48,600-72,900; Depending on experience The Learning Engineering Institute is seeking an Administrative Specialist to provide high-level administrative support to the leadership team of the institute. This role involves managing complex and sensitive responsibilities requiring discretion, strong organizational skills, and considerable independence of action. The position provides direct support to the Executive Director and leadership team, with primary responsibilities including complex calendar management, coordination of travel, and planning and execution meetings and various events. The successful candidate will ensure leaders are well-prepared for daily activities and strategic engagements with internal and external stakeholders including senior university officials and external partners. This position requires exceptional follow-through, attention to detail, and the ability to manage multiple high-priority tasks in a fast-paced, dynamic environment.
Essential Duties:
Manage Executive Calendars: Oversee and maintain leadership calendars, coordinating schedules to ensure efficient time management and prioritization of key meetings and events.Coordinate Travel and Expenses: Arrange all travel logistics for the dean, including transportation and accommodation. Prepare and submit detailed travel expense reports for reimbursement. Stakeholder Interaction: Serve as a point of contact for high-level stakeholders, ensuring communication is handled with professionalism, tact, and confidentiality. Task Coordination and Follow-through: Manage multiple high-priority activities simultaneously, demonstrating strong follow-through on all projects and tasks. Clearly communicate and adhere to deadlines to ensure timely task completion. Prepare Meeting and Event Materials: Compile, organize, and maintain background materials and pertinent documents for meetings, events, and travel, ensuring follow-up items are tracked and completed. Compose Official Correspondence: Independently draft correspondence on behalf of the dean, ensuring communications are accurate, professional, and reflect an understanding of relevant issues. Process Financial Forms: Handle financial documentation, including processing business forms for reimbursements, purchases, and other financial transactions on behalf of the dean. Provide Office Support: Offer backup assistance to other office staff to maintain seamless operations during peak times or staff absences. Guide Staff on Policies: Provide guidance to unit staff on college policies and procedures, promoting adherence and consistency across departments. Organize Special Events: Coordinate or assist in planning special events for the institute, including arranging equipment, catering, sending invitations, and managing RSVPs. Lead Special Projects: Oversee or contribute to special assignments and projects as directed by leadership. Solutions Driven: Take a proactive role in resolving conflicts that do occur to ensure that all meetings and tasks remain on track Desired Qualifications:
Bachelor'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. Bachelor's degree in Business Administration, Education, or a related field, and four years of experience in executive support, OR eight years of directly related administrative experience. Familiarity with complex calendaring, travel coordination, and meeting/event planning. High level of maturity, sound judgment, and the ability to work independently. Knowledge of the ASU ecosystem and Enterprise structure. Experience in supporting a high-level administrator in higher education that includes calendaring and scheduling meetings. Experience working in a research environment. Evidence of effective verbal and written communication skills. Experience in taking initiative, strong organizational skills and attention to detail. Experience in anticipating problems and resolving them. Experience in managing multiple high-priority projects in a fast-faced environment requiring considerable coordination and follow through. Demonstrated knowledge of academic policies and procedures. Computer software experience, including Microsoft Suite, Google Suite, Canva, and Adobe). Experience in dealing with confidential and sensitive information. 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 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. Communicate to perform essential duties. The Learning Engineering Institute is housed on the Tempe Campus of ASU near downtown Tempe. Arizona State University is located in the Phoenix/Scottsdale metropolitan area and offers all of the amenities of a large urban/winter resort area.
Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting or standing. Daily use of a desktop or laptop computer is required. Ability to clearly communicate to perform essential duties. Regular review of completed tasks.
Department Statement:
ASU's Learning Engineering Institute aims to transform learning environments and experiences to empower equitable student engagement, improved learning outcomes, and success across large, diverse populations of learners. Drawing on behavioral, design, computer, and data sciences, the LEI advances research and development around educational technology to develop data-informed, technologically enhanced innovations in learning and instruction. The LEI's transdisciplinary approach includes systematically collecting large-scale learning data while respecting data privacy, analyzing data to make better predictions, and rapidly iterating new approaches to improve outcomes.
Driving Requirement: Driving is not required for this position.
Location: Campus: Tempe
Funding: No Federal Funding
Instructions to Apply:
Current Employees and Students should apply directly within
Workday
using the Jobs Hub. Use this link and log in using SSO: https://www.myworkday.com/asu/d/inst/1$9925/9925$12231.htmld
To be considered, your application
must
include
all
of the following attachments:
Cover letter Resume/CV
Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.
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. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.
Need help finding the right job?
We can recommend jobs specifically for you! Create a custom Job Alert by selecting criteria that suit your career interests.
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 inclusive excellence, 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
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: A fingerprint check is not required for this position.