Administrative Assistant

Administrative Support Assistant 2

Provides routine administrative support to a department or group of professionals in support of department goals.

Salary Range: $44,100- $55,100 per year, DOE

Performs varied administrative work unique to the work unit, requiring initiative and independent judgment. Incumbents work independently under general direction. Maintain official records and implement administrative policies. Handles problems and non-routine situations by determining the appropriate approach or action to take and by interpreting guidelines, procedures, policies, and practices. Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion, and judgment.

Essential Duties

• Provides administrative support to supervisor and professional staff in areas such as maintaining calendars, scheduling appointments, and maintaining record-keeping systems;
  Maintains databases and/or spreadsheets; prepares special and recurring reports containing specialized or sensitive information. Provides office operations support such as preparing and composing confidential correspondence on one's own initiative, receiving and screening telephone calls and visitors as well as screening and prioritizing mail. Executes and coordinates office operations such as office moves, meetings, conferences, training, workshops, convocations, and/or special events.
  
  Prioritizes and arranges meetings, conferences, and appointments for Core Facilities management.
• Assistant Vice President Calendar Maintenance
• Meetings
• 1:1 Agenda Collection
• Etc.
• Governance Boards and board Meetings
• Scheduling (Polling)
• Slide Distribution
• Summary Collection
• Election/Appointment/Rotation Process
• Monthly Space Survey Updates
• CF External Sales Admin support
• Contracts (NDA, COI)
• Including Tracking End Date
• CF Customer Onboarding
• Door Access
• Affiliate Access
• Workday learning - Pre-requisite training
• Core Training (internal and external)
• ISO Process Certification
• Maintain Power Automate processes and resolve issues as they occur
• Performs other administrative duties as assigned.

Desired Qualifications

• Knowledge of office and administrative practices and principles.
• Knowledge of University and area/department applications and databases.
• Knowledge of the principles of exemplary customer service demonstrated through actively listening, acknowledging, and responding to every inquiry; taking ownership and resolving each concern or problem as appropriate; exhibiting professionalism and expertise in every interaction and engaging in professional development to meet expectations for service excellence.
• Skill in both verbal and written communication.
• Skill in problem-solving and decision-making.
• Ability to stimulate changes in individual, institutional, and corporate behaviors to create a more sustainable environment.
• Ability to lead by example in communicating, participating, and encouraging support of the institution's sustainability programs.
• Skill in Microsoft Office (Excel; Outlook; Word; PowerPoint). Experience in Workday, ERA, Power Automate, experience with ISO processes, working with the scientific community, and working in higher education environments.

Standard Working Environment:

• Climate-controlled office setting subject to extended periods of being in a stationary position.
• Regular use of a computer and other office productivity equipment, such as a calculator, copy machine and printer.

Location:

Campus:
Tempe

Funding:

No Federal Funding

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.

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.

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 The Office of Human Resources Talent Acquisition before the posting close date.

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.