Administrative Associate

Arizona State University•Tempe, AZ

About The Position

ASU Gammage is seeking an experienced administrative professional to support the Sr Director of Programs and Organizational Initiatives at ASU Gammage the unit they oversee. This position requires a high level of initiative and independent judgment. Motivated by the ASU Charter and our department core values, this position will be committed to high standards of professionalism and to support a culture and environment that leads to meaningful engagement at work. This is a full-time, hourly, benefited position that occasionally works night, weekend or holiday events.

Requirements

High School Diploma and three years (3) 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.
High level exceptional customer service, tact and diplomacy in communication.
Demonstrated skills in problem-solving and decision-making.
Demonstrated good judgment and ability to set priorities.
Excellent time management skills and the ability to prioritize work.
Demonstrated ability to multi-task effectively while maintaining attention to detail.
Demonstrated ability to work in a fast pace, deadline-oriented environment.
Strong organizational skills.
Ability to clearly communicate verbally, read, write, see and hear to perform essential functions.
Work in an office setting and use a computer.
Operates and maintains office equipment.
Utilizes computer software applications such as MS Office (i.e., Excel, PowerPoint, Word, Outlook) and Adobe Acrobat.
Prepares reports and maintains files.
Use of independent judgment.
Frequent bending, reaching, lifting, pushing, and pulling up to 25 lbs.
Possession of a valid US driver’s license and ability to drive a 7-passenger van and golf cart.

Nice To Haves

Knowledge of grant administration best practices.
Experience and/or interest in the performing arts.

Responsibilities

Provide administrative support to the Sr. Director in areas such as maintaining calendar, contact lists, and appropriate filing systems.
Prioritize and arrange meetings, conferences, and appointments for Sr. Director and unit, including unit retreats or special events.
Coordinate and schedule meetings with staff, other units of the University, and outside constituencies, including reservation of facilities and/or services.
Coordinate and process travel arrangements through Concur for the Sr. Director and unit employees. Prepare travel authorization requests and reconcile travel; determine and prepare background materials.
Attend meetings and take detailed minutes.
Write and distribute emails, correspondence memos, letters, faxes, and forms.
Prepare, review and track grant documentation and all related materials. Work closely with the Office for Research and Sponsored Projects Administration (ORSPA) for grant submission and award.
Process registration for conferences, festivals, or seminars for Sr. Director and unit employees.
Assist with booking and coordinating travel for visiting artists according to contractual obligations.
Develop and maintain various databases and/or spreadsheets. Prepare special and recurring reports containing specialized or sensitive information.
Process invoices and reimbursements for the Sr. Director and unit; route for authorization/payment.
Track and reconcile Purchasing and Foundation card transactions for Sr. Director.
Compose, edit and proofread department correspondence on own initiative.
Order supplies for special events through SunRISE.
Receive, screen, and prioritize telephone calls, visitors, and mail.
Coordinates special projects as assigned.
Perform other administrative duties as needed