Administrative Specialist - COE/E

96878BR

Campus: Tempe

Administrative Specialist

Job Description

The School of Electrical Computer and Energy Engineering is seeking a highly motivated, organized, and experienced Administrative Specialist for the USAID-funded Center of Excellence for Energy (COE). Arizona State University (ASU-US) has established the Center of Excellence for Energy (COE) in Egypt with funding and support from USAID. The COE project is a partnership between ASU-US and three Egyptian partner universities (EPUs): Ain Shams University, Mansoura University, and Aswan University.

The Exec Admin and Exchange Program coordinator will maintain effective working relationships with the Project Director and staff as well as project staff located in Egypt; handle confidential and sensitive information; work within short deadlines; multi-task in a team environment; communicate; and work collaboratively and effectively with faculty and staff in an environment subject to rapidly changing priorities. This position requires initiative and working independently under general direction.

Due to collaboration with a project staff in Egypt, as well as interaction with three Egyptian Universities, the candidate must have flexibility to work international hours given the nature of the project.

Job Family

Clerical & Admin Support

Department Name

Sch Elect Comptr & Energy Engr

Full-Time/Part-Time

Full-Time

VP Code

EXEC VP/PROVOST

Scope of Search

Open

Grant Funded Position

This is a grant funded position. Continuation is contingent on future grant funding.

Salary Range

$48,000 - $60,249 per year; DOE

Close Date

27-November-2023

Category

02

Essential Duties

• Provide executive administrative support, maintain multiple calendars and COE Director’s schedule.
• Coordinate and arrange domestic and international travel arrangements for the director.
• Prepare invoices, assist with reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
• Answer phone calls and direct calls to appropriate parties.
• Independently prepare responses to correspondence on own initiative.
• Open, sort, and distribute incoming correspondence and email. Assist with interactions with international partners.
• Prepare agendas, send invites, and plan arrangements for luncheons, committee meetings, and other meetings and events.

Egyptian Exchange Student program:

• Work with center staff and stakeholders to develop exchange program timeline
• Provide updates on progress as required to center leadership and submit progress reports as needed

• Develop call for applicants including eligibility criteria; selection criteria and process; and timeline for announcement; coordinate stakeholder review

• Manage exchange student interviews and rank potential candidates
• Coordinate with EPUs to implement selection process; Provide input on individual candidates as needed. Inform students of selection & follow up for acceptance

 Administrative

• Coordinate enrollment of students in health insurance program and collect HAC C letters
• Assist exchange students with stipend paperwork; facilitate bank account setup; follow up with business office and supplier admin staff to ensure students are paid stipends
• Identify housing options and collect budget information; coordinate selection; monitor and advance signing of master lease agreements

• Coordinate move-in and move-out process, including leading volunteers and/or vendors to move or pack/unpack supplies, preparing rooms/apartments, determining rooming assignments, communicating deadlines/rules to students, and developing and implementing student check-in and check-out process
• Coordinate international travel and arrival, including international flights and airport pickup/drop off; assist on day of travel to prepare students, answer questions, resolve issues, and ensure adherence to program rules for travel

 Orientations and events

• Organize and plan programmatic events and activities such as orientations: arrange venues, coordinate with other departments and groups as needed for speakers and resources, coordinate vendors and staff, inform attendees and track RSVPs, and manage events and activities in-person
• Create and distribute schedules and event reminders

 Student support

• Compile student contact information and keep updated
• Serve as primary point of contact for student issues during the exchange program; connect students with needed resources

Minimum Qualifications

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.

Desired Qualifications

• Experience in a wide variety of administrative functions including calendaring, scheduling, and word processing.
• Experience with coordinating and organizing meetings and/or special events.
• Experience with processing travel requests and reimbursements and providing operational support.
• Experience in planning, analyzing and coordinating activities and establishing priorities.
• Experience in work that requires organization, multitasking in a fast-paced environment and attention to detail.
• Experience in dealing with a wide range of topics, including confidential and sensitive information. 
• Experience involving tact and diplomacy and in maintaining effective working relationships.
• Experience in and skill with Microsoft Office (Excel; Outlook; Word; PowerPoint).
• Evidence of communication skills.

Working Environment

• Uses a computer, keyboard, manipulates computer mouse, telephone, printer, fax, and copier.
• Maintain databases and developing reports.
• Schedule appointments and maintain calendar.
• Communicate to perform essential functions.
• Regular activities require ability to quickly change priorities which may include and/or subject to resolution of conflicts, problem solving, and teamwork.

Department Statement

The School of Electrical, Computer and Energy Engineering (ECEE) brings together university faculty, students, government, and industry to develop collaborative relationships to provide solutions. Our degree programs in Electrical Engineering and related areas are widely recognized and offer opportunities for students to participate in research.  Our research efforts are aligned with national and international efforts to address worldwide challenges in multiple technology areas. 

The Ira A. Fulton Schools of Engineering is the largest producer of engineering and technical talent in the nation and seeks to deliver a world-class learning experience for our students and to advance research and innovation – all at scale.

We value and emphasize inherently interdisciplinary endeavors that leverage the breadth and depth of expertise among our outstanding faculty and have built a unique place for large-scale innovation characterized by foundational excellence and translational impacts. We are an engineering school on the rise at the most innovative university in the country and in the heart of the nation’s fifth largest metropolitan area. The scale of our faculty research interests and interdisciplinary mindset, combined with more than 48 graduate degree programs and 25 undergraduate degree programs, provide the foundation for knowledge generation and collaborative opportunities to advance new ideas.

The Fulton Schools of Engineering, located across ASU’s Tempe and Polytechnic campuses, is comprised of seven schools based on academic programs and research areas. Fulton Engineering has a nationally recognized faculty that conducts research, instructs and mentors students, provides service to engineering, computing and technology professions and creates lasting impacts across local and global communities.

The Fulton Schools of Engineering follows a framework of values designed to distinguish our practice and guide daily decisions in our academic, research, corporate engagement and entrepreneurial endeavors. These values influence how we recognize, reward and communicate our achievements.

At the Fulton Schools of Engineering, we:

• Cultivate excellence.
• Deliver innovation that matters.
• Encourage bold thinking.
• Foster a community of learning and collaboration.
• Build a foundation for all to be successful.

Working at ASU has outstanding benefits that include: health, dental and vision insurance plans; ASU/UA/NAU tuition reduction for the employee and qualified family members; life insurance and disability programs; sick leave and holidays; 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.

ASU Statement

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.

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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.