Arizona State University
The ASU Biodesign Institute is seeking a self-motivated and well-organized Administrative Specialist to join the Biodesign Administrative Support Operations team. As the Administrative Specialist, you would perform fast paced administrative work unique to the various centers within the Biodesign Institute and administration. In this position, you will work closely with Center Directors and research faculty to provide executive administrative support which includes scheduling meetings, monitoring calendars, assisting with travel, and supporting day-to-day center operations. This position advances strategic initiatives by connecting center-level operations with a core network of administrators to carry out programs and projects, events, and onboarding tasks within the institute. This position will report to the Manager Administrative Support Operations and work within a team of administrators dedicated to advancing the Biodesign Institute under the leadership of the Biodesign Executive Office.
Clerical & Admin Support
KNOWLEDGE ENTERPRISE DEV
Scope of Search
Grant Funded Position
This is not a grant funded position and is not contingent on future grant funding.
$43,681 - $60,249 per year; DOE
- Manage multiple Center Director calendars
- Coordinate and arrange domestic and international travel
- Process travel reimbursements and expenditures
- Independently compose confidential correspondence on own initiative
- Support center recruitment efforts including onboarding, affiliations, and door access requests
- Coordinate and/or assist in event planning, collaborating with the administrative team, Biodesign Events, and Knowledge Enterprise Events
- Develop and execute programming content for meetings and high-level visits
- Acquire and maintain comprehensive knowledge of university policies and procedures
- Interpret administrative decisions, policies, and operational processes to faculty, staff, and students
- Serve as a professional liaison to faculty, staff, and students
- Lead and support Executive Office programs and Administrative Support Operations projects
- Perform other duties as assigned
Bachelor's degree and five (5) years of executive-level administrative support experience; OR, Nine (9) years of executive-level administrative support experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
- Experience in tact and diplomacy and in maintaining effective working relationships
- Evidence of effective communication skills, both verbal and written
- Skill in proactively anticipating and solving problems, and exercising sound judgement when making decisions
- Experience in using organizational skills and flexibility
- Experience in using effective time management and managing priorities
- Experience with coordinating and organizing meetings and/or special events
- Experience with Microsoft Office applications (Word, PowerPoint, Excel, Outlook), Concur, WorkDay, SharePoint or other ASU systems
- Knowledge of University policies and procedures
- Knowledge of standard office and administrative practices
ASU is a diverse enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation, and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market, as such the following options may be offered dependent on department needs:
Flexible work options:
- Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
- Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.
- Remote work is an arrangement where the employee spends less than 60% of their regular workweek at a regularly assigned ASU work location. Executive vice president-level approval is required.
- Climate-controlled office setting subject to extended periods of being in a stationary position.
- Constantly detects and operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.
- Ability to clearly communicate and exchange accurate information to perform essential duties.
- Expected to be responsive to customers, engaged in work production, resourceful, flexible, and respectful of others.
For the ninth year in a row, ASU has been named the most innovative school in the nation, recognizing the university's culture of groundbreaking research and partnerships, as well as its commitment to helping students thrive in college and beyond. U.S. News and World Report has named ASU as the most innovative university all eight years the category has existed.
ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way. To learn more about how Knowledge Enterprise is a place for your career to grow, visit https://research.asu.edu/about-us/careers.
At Biodesign Administration, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team.
Working at ASU has additional perks and OUTSTANDING benefits, which include health, dental, and vision insurance plans; life insurance and disability programs; sick leave and holidays; ASU/UA/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to ASU recreation and cultural activities; and more. To estimate the value of your total compensation, please visit https://cfo.asu.edu/compensation-estimator.
The Biodesign Institute addresses today's critical global challenges in healthcare, sustainability, and security by developing solutions inspired from natural systems and translating those solutions into commercially viable products and clinical practices.
Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.
ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco
Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.
Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.
Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.
Employment Verification Statement
ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.
Background Check Statement
ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.
Instructions to Apply
Application deadline is 3:00PM Arizona time on the date indicated.
Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.
Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.
ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.
Only electronic applications are accepted for this position.
IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.