Administrative Specialist

Job Profile

Administrative Support Specialist 3

Administrative Support

Full time

Job Profile

Summary:

Provides complex administrative and programmatic support to leadership.

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.

Position Salary Range: $45,000 - 65,000 per year; DOE

• 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.

• 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 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…