Administrative Assistant

Arizona State University•Mesa, AZ

13d•Onsite

About The Position

The Administrative Assistant provides high-level administrative and operational support to the Director of the ASU Biocollections. The successful candidate will exercise excellent judgment and proactive organization to manage complex schedules, sensitive personnel files, and critical reporting deadlines.

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.
Exceptional organizational skills with the ability to track multiple complex deadlines (grants, budgets, and evaluations) seamlessly.
Ability to handle sensitive and confidential performance and financial information with the utmost discretion.
Ability to build strong professional relationships with staff, the ASU Foundation, and partners at NEON HQ.
Ability to clearly communicate to perform essential functions.

Responsibilities

Manage an active calendar of appointments.
Proactively track and remind the Director of critical deadlines, including grant reporting, NEON-related budget cycles, and other miscellaneous institutional or project-specific timelines.
Assist in scheduling and reminding the Director of annual staff evaluations; ensure all necessary performance review materials are prepared and tracked according to university timelines.
Assist with travel plans for the Director.
Coordinate bimonthly meetings with the ASU Foundation, ensuring all preparatory materials and briefs are ready for the Director in advance.
Serve as the primary administrative bridge between the Director, staff and partners, including Collections Managers, NEON Headquarters, and university leadership.
Oversee general ASU Biocollections’ email accounts and outreach requests. Independently evaluate and delegate requests to specific personnel to ensure timely responses for tours, research access, or educational functions.
Liaise with the SOLS Business Office to gather expense reports for the Biocollections, covering annual budget expenditures, recharge accounts, and endowments.
Provide the Director with a monthly snapshot of the Biocollections’ financial status to support strategic decision-making and budget tracking.
Assist with processing invoices for recharge center activities, such as facility rentals, specialized imaging services, and curation service agreements.
Prepare and submit expense reports and corporate credit card reconciliations for the Director.