Administrative Assistant
About The Position
The School for Engineering of Matter, Transport and Energy (SEMTE) in the Ira A. Fulton Schools of Engineering is seeking to fill the position of Administrative Assistant to provide essential support for departmental operations. Under general supervision, responsibilities include managing the SEMTE graduate seminar series, coordinating events, assisting designated faculty members, and providing backup support for Human Resources during peak periods. The successful candidate demonstrates strong interpersonal skills, delivers exceptional customer service, handles confidential information with discretion, and thrives in a fast-paced environment with shifting priorities.
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.
- Demonstrates strong interpersonal skills
- Delivers exceptional customer service
- Handles confidential information with discretion
- Thrives in a fast-paced environment with shifting priorities.
- Effective communication skills
- Adherence to general instructions for routine tasks and specific guidance for new assignments.
Nice To Haves
- Experience working in a higher education environment.
- Experience providing administrative assistance, including travel coordination and meeting arrangements.
- Experience with event planning and coordination.
- Ability to manage high-volume workloads and multiple priorities effectively.
- Experience in record keeping and ensuring adherence with policies, practices, and regulations.
- Demonstrated ability to work collaboratively approach to working with faculty, staff and students.
- Proficiency in Microsoft Office and related applications (e.g., Excel, PowerPoint, Word, Outlook, Workday).
- Demonstrated customer service experience and strong written and verbal communication skills.
- Demonstrated knowledge of ASU financial policies related to travel, reimbursements, meals, and related processes.
Responsibilities
- Graduate Seminar Coordination: Create and maintain seminar calendars, communicate with speakers, arrange travel, prepare and distribute promotional materials, track attendance, assist during events, and process related invoices and reimbursements.
- Event Planning: Help organize school events, including venue reservations, catering arrangements, communications, and on-sire support.
- Faculty Support: Help arrange travel, submit requests and expenses reports, schedule meetings, takes minutes, and provide general administrative support as needed.
- Correspondence: On own initiative, draft responses and interpret policies to address inquiries.
- Financial Transactions: Coordinate purchasing and reimbursement transactions using approved systems (e.g. purchasing cards and Workday).
- HR Support: Assist HR team with tasks during peak periods.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
