Administrative Assistant

Arizona State University•Tempe, AZ

3d•Onsite

About The Position

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.

Requirements

High School Diploma and two-years (2) 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.
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).

Nice To Haves

Experience in Workday, ERA, Power Automate, experience with ISO processes, working with the scientific community, and working in higher education environments.

Responsibilities

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 leaning - 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.