Executive Administrative Support Specialist

Arizona State University•Tempe, AZ

2d•$65,000 - $82,000

About The Position

The University College seeks a dynamic, self-starting, and detail-oriented professional for a collaborative role, which requires considerable independence of action, the ability to manage frequently changing priorities, and a high level of competence. Under administrative direction, the Executive Administrative Support Specialist to the Dean of University College and Vice Provost for Academic Innovation and Student Achievement is the primary point of contact for the Dean/Vice Provost. This position will coordinate and manage administrative functions by assisting with the planning, organizing, and directing of the day-to-day operations for the Dean/Vice Provost.

Requirements

Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field including two (2) years managerial experience; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Nice To Haves

Proficiency in Microsoft Suite, Google Workspace, and Salesforce: Employ Microsoft Office Suite and Google Workspace to effectively create, edit, and manage documents, spreadsheets, and presentations. Respond to stakeholder inquiries via Salesforce.
Read student and curricular data in PeopleSoft and degree audits
Knowledge of the issues, principles, and practices pertaining to the assigned department.
Skill in problem-solving and decision-making.
Skill in planning, analyzing, and coordinating activities and establishing priorities.
Skill in both verbal and written communication.
Knowledge of management and supervisory principles and practices.
Skill in establishing and maintaining effective working relationships.
Experience dealing with confidential and sensitive information
Knowledge of budget management methods and techniques

Responsibilities

Efficiently manage the Dean/Vice Provost's calendar, including scheduling meetings, appointments, and events.
Assist with complex ad hoc scheduling projects essential for key University College priorities that may include participants in multiple time zones (e.g., coordinating job interviews).
Track the Dean/Vice Provost's tasks, priorities, and project status, and follow up on pending matters.
Update the Dean/Vice Provost’s portfolio as needed.
Manage the administrative aspects of any committees and work groups assigned by the Dean, including scheduling meetings, preparing meeting materials, documenting proceedings, and tracking decisions and actions post-meeting.
Coordinate arrangements for hosting of meetings, programs, retreats, workshops, and guest speakers.
Contributes to University College initiatives to improve employee engagement.
Plan travel itineraries, make reservations and registrations, and reconcile payments using Concur for the Vice Provost and other members of the University College team requiring ad hoc support.
Assist in preparing documents, reports, presentations, and other materials related to meetings, projects, and initiatives. Includes researching case studies, practices, and approaches to innovation questions, generating meeting agendas and minutes, and managing follow-ups as necessary.
Draft memos and correspondence on behalf of the Vice Provost.
Serve as a liaison between the Dean/Vice Provost and internal/external stakeholders, including faculty, staff, students, and academic partners, by drafting and managing correspondence and facilitating communication.
Act on behalf of the Dean/Vice Provost in implementing plans, policies, and procedures.
Assist the Dean/Vice Provost with confidential and highly sensitive projects, including service on committees.
Serve as office manager for the day-to-day operation of the dean’s office, requiring an in-depth understanding of office and university policies.
Coordinate hiring and onboarding, when needed, of direct reports to the Dean/Vice Provost.
Provide supervision, training, and oversight for the Office Specialist role. Additionally, ensure continuous front University College front desk coverage in the Office Specialist's absence.
Work with UC Business Operations Team to develop and oversee the administrative budget for the Dean/Vice Provost’s office, focusing on centralized UC events such as retreats, leadership meetings, and Dean's events, as well as materials and supplies for the Interdisciplinary Building (INTDS) at the Tempe location.
Manage and track the position’s PCard purchases and submit the paperwork to the UC business office within the deadline.
Oversees and manages the centralized UC Emergency Evacuation and Continuity of Operations plans, updates them annually, and shares them with the UC leadership team.
Perform special assignments as instructed by the Vice Provost.