Arizona State University

Compensation

Full Description

Job Profile: Administrative Operations Specialist 3 Job Family: Administrative Operations Time Type: Full time Max Pay – Depends on experience: $75,000.00 USD Annual Apply before 11:59 PM Arizona time the day before the posted End Date. Minimum Qualifications: Bachelor's degree and five (5) 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. Job Description: Under general supervision, this position performs complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence of action in support of ASU Health executive and senior leadership. The successful candidate is highly organized and a skillful communicator, with effective methods for multitasking and triaging diverse requests and tasks. The ideal candidate is professional and can engage with senior leaders within ASU and the state across multiple fields and sectors, including higher education, medicine, public health, government, industry, and philanthropy. This position maybe located in the Tempe or Downtown campus based on department needs. Salary: $57,900 - $75,000 per year; Salary Offered Depends on Experience Essential Duties: Manages or assists in the management of senior and executive leadership calendars. This includes managing multiple, sometimes urgent, and critical scheduling requests simultaneously; promptly responding to emails and messages; predicting, preventing, and when necessary, remedying scheduling conflicts; and anticipating and articulating needs, requests, and potential problems before they arise. Works closely with other university offices and external stakeholders to coordinate leadership involvement in university events and VIP visits, including identifying and saving dates, sending calendar invites and details, securing agendas, collating, and sharing supplemental materials (e.g., headshots and bios), and assisting with any day-of logistics to ensure events, meetings, and visits go smoothly. Coordinates and arranges travel for members of the executive team, including local, national, and international travel. This includes compiling, preparing, and maintaining background material related to meetings, events, and travel, and coordinating and tracking follow-up. Coordinates or assists in coordinating meetings and events, which may include drafting and sending agendas, taking meeting minutes, arranging catering, reserving room, set up and break down of spaces, sending invitations and managing RSVPs, managing presentation materials, advertising and disseminating event details, and partnering with IT to ensure tech needs are met. Given the team-based nature of ASU Health administrative support, from time to time, this individual may serve as back-up to other admin assistants in support of other ASU Health executives. Independently composes correspondence on a variety of subjects requiring judgment, originality, and knowledge of issue involved. Provides word processing, transcription of dictation, and processing of correspondence and e-mail. Answers phones, greets visitors, and directs questions to appropriate offices for resolution. Maintains files; completes requests, records, submits, and tracks all purchase requests/vouchers. Review of completed tasks; provides and reviews assigned work activities to team members for quality and achievement of set goals Other administrative assistant duties as assigned. Desired Qualifications: Demonstrated knowledge of University policies and procedures Five (5) years or more of executive-level administrative support Experience in a wide variety of administrative functions including calendaring, scheduling, travel arrangements, and word processing Experience in dealing with a wide range of topics, including confidential and sensitive information Ability to clearly communicate to perform essential functions Working Environment: Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse Visual acuity and manual dexterity are associated with daily use of desktop computer, bending, stooping, reaching, and lifting up to 20 pounds (light) Frequent physical demands may include stooping, bending, crawling under/around objects, reaching, lifting and pushing objects of varying weights up to 20 pounds (light) Expectation to work primarily onsite, co-located with School of Medicine and Advanced Medical Engineering and ASU Health leadership, with some flexibility to work remotely on occasion Department Statement: ASU Health brings together the nation’s most innovative university and its large, diverse, and interdisciplinary ecosystem to address the health needs of Arizona and the nation. Through bold initiatives that transform health care delivery, embrace technology to improve health outcomes, and expand the health workforce, ASU Health is reimagining how care is designed, taught, and experienced. ASU Health includes the John Shufeldt School of Medicine and Medical Engineering, the School of Technology for Public Health, the Edson College of Nursing and Health Innovation, the College of Health Solutions, the Medical Master’s Institute, the Health Observatory at ASU, and ASU Clinics. Join us and you’ll be part of a team that is redefining health care — from clinic to community, from research to practice — and making real impact for individuals, families, and populations today and for the future. 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$15792.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: This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check. Current ASU employees and Contingent Workers should log into Workday to search for and apply to jobs using the Jobs Hub. Submitting your application using this portal may result in longer recruitment times. If you are not a current ASU employee, please create an external candidate account using a personal (non-ASU) email address and continue your application through this site. For step-by-step instructions, refer to the ASU Application Guide for External Candidates If you are a student (worker and non-worker) interested in applying for student jobs, please log into Workday to search for and apply to jobs using the Jobs Hub and click on Find Student Jobs in the lefthand menu. If you are a student (non-worker) interested in applying for staff jobs, please create an external candidate account using a personal (non-ASU) email address and continue applying through this site. About Arizona State University Recognized by U.S. News & World Report as the country’s most innovative school, Arizona State University is where students and faculty work with NASA to develop, advance and lead innovations in space exploration.