Administrative Assistant

Job Profile Summary

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

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.

• 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, receiving and screening telephone calls, screening visitors, 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.

• 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.

• 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.

Working at ASU has additional perks and outstanding benefits, which include health, dental, and vision insurance plans; life insurance and disability programs; sick leave and holidays; ASU/UA/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to ASU recreation and cultural activities; and more.

Campus:
Tempe

Driving is not required for this position.

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.