Executive Administrative Support Specialist

Arizona State University • Tempe, AZ

1d • Onsite

About The Position

The Department of Psychology in The College of Liberal Arts and Sciences seeks a highly motivated and detail-oriented individual to fill the position of Executive Administrative Support Specialist to perform work of considerable responsibility in supporting administrative services. The Executive Administrative Support Specialist will assist with complex academic personnel actions as well as the coordination of department faculty events and maintaining official records. The Executive Administrative Support Specialist will perform advanced administrative responsibilities to support the Chair of the Department, including agenda preparation, donor relations and coordinating events for the Department. The position serves as a liaison between the chair, faculty, staff, students, alumni and other ASU units, external organizations and visitors on issues that may impact the Department and the Chair. The position will also collaborate with the Academic Personnel Specialist to provide support to the Chair, the Director of Faculty Success and faculty committees that oversee faculty P&T, evaluations, and faculty searches including creating itineraries and resources for committees and collaborating with The College. The successful candidate will demonstrate the ability to maintain effective working relationships and have experience in maintaining confidential and sensitive information. Knowledge and ability to interpret academic and university policies and procedures and the ability to identify and implement best practices is preferred. They must be able to provide excellent customer service and work effectively in an environment subject to quickly changing priorities. The incumbent will have contact with high-level administrators requiring use of business vocabulary, tact, discretion and judgment. Reporting to the Department Chair, this position will also work closely and collaboratively with faculty, students, and as a team member of the business office staff.

Requirements

• Bachelor's degree and five (5) years of 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.
• Ability to maintain effective working relationships.
• Experience in maintaining confidential and sensitive information.
• Ability to interpret academic and university policies and procedures.
• Ability to identify and implement best practices.
• Excellent customer service skills.
• Ability to work effectively in an environment subject to quickly changing priorities.
• Ability to use business vocabulary, tact, discretion and judgment when interacting with high-level administrators.

Nice To Haves

• Experience supporting a high-level administrator in a higher education environment that includes calendaring and scheduling meetings.
• Knowledge of academic policies, procedures, and organization.
• Knowledge of program management and administration principles, practices and procedures.
• Experience using Microsoft Office software.
• Experience taking initiative.
• Strong organizational skills.
• Attention to detail.
• Experience with the Concur travel system.
• Evidence of effective communication skills, both verbal and written.
• Skill in dealing with a wide range of topics, including confidential and sensitive information.
• Skill in maintaining effective and collaborative working relationships.
• Ability to analyze and comprehend complex issues.

Responsibilities

• Provide dedicated administrative support to the Chair of the Department of Psychology including coordinates and arranges for the Chair's calendar to ensure optimal use of time, books the Chair’s travel via Concur, screens and refers telephone inquiries from members of the university community and the public on behalf of the Chair for problem resolution and resource referral.
• Serves in a confidential capacity on sensitive matters concerning faculty, staff, and students.
• Provides development support to Chair, maintaining donor relations, working on campaigns, manage donor pipeline/communications, donor discovery and stewardship; acts as a liaison with ASU Foundation.
• Provides support at faculty meetings, which includes, but is not limited to agenda preparation, preparing background materials, taking and transcribing meeting minutes, maintaining official meeting records, and tracking follow-up items to ensure timely completion of tasks.
• Manages Salesforce email inquiries and, if necessary, independently compose correspondence on a variety of subjects requiring sound judgment, originality, and knowledge of issues involved.
• Arrange for specified faculty to attend graduation ceremonies.
• Serves as backup staff member for ensuring front office maintains adequate coverage and provides business office operations support.
• Collaborates with the Chair and the Marketing and Communications Manager to craft internal and external strategic communications.
• Works with the Chair, Senior leadership, and business office staff to assist with the implementation of strategic initiative projects that arise.
• Serves as a conduit of information from university personnel, faculty, and staff on issues that impact the Department.
• In partnership with other staff and Manager of Marketing and Communication, facilitates Department events including ASU Homecoming, lecture series, meetings, retreats and celebrations.
• This includes arranging equipment, tables, seating, and overseeing catering orders; sending invitations and managing RSVPs; tracking costs to ensure event is within specified budget; and all other logistical details.

Benefits

• Up to 24 hours of release time per year towards training opportunities that will enhance skills and abilities and provide professional growth and development.
• Eight hours of paid time off to participate in external volunteer activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive