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Administrative Associate

Arizona State University

Arizona State University

Administration
Tempe, AZ, USA
Posted on Wednesday, July 3, 2024

Administrative Associate

102483BR

Campus: Tempe

Administrative Assoc

Job Description

The Design School is looking for a creative and collaborative problem-solver to join our staff as an Administrative Associate. The successful candidate will assist the Program Manager of Faculty and Student Affairs and with the assistant manager of with coordinating various faculty related processes, promotion and tenure, faculty evaluations, faculty hiring and recruitment process, etc. We are looking for a self-motivated individual who can also support other needs of the office.

Job Family

Clerical & Admin Support

Department Name

The Design School

Full-Time/Part-Time

Full-Time

VP Code

EXEC VP/PROVOST

Scope of Search

Open

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$22.00 - $24.03 per hour; DOE

Close Date

16-July-2024

Category

02

Essential Duties

  • Provides administrative support to supervisor and professional staff in areas such as scheduling appointments and maintaining record-keeping systems; develops and maintains databases and/or spreadsheets; prepares special and recurring reports containing specialized or sensitive information.
  • Assists with a variety of administrative duties with faculty; evaluations, Promotion and Tenure, Sabbaticals, etc.
  • Assists and coordinate office operations support, maintain and update scheduling,
  • Assists with department meetings and events.
  • Maintains databases and prepares reports as needed.
  • Performs varied administrative work unique to the work unit requiring initiative and independent judgment. Incumbents work independently under general direction.
  • Monitors budget and account expenditures, maintains official records, and implements administrative policies.
  • Handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices.
  • Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment.
  • Provides office operations support such as preparing and composing confidential correspondence on own initiative, receiving visitors as well as screening and prioritizing mail.
  • Coordinates staff and student employee recruitment activities including, but not limited to: interview, selections, appointment and/or promotion processes; initiates applicable Human Resource requests and/or forms, payroll, scholarship application/waiver, and student worker time sheets.
  • Executes and coordinates office operations such as office moves, meetings, conferences, training, workshops, convocations, and/or special events; coordinates building an equipment maintenance requests; maintains keys and key log for department.
  • Responds to inquiries by providing information requiring comprehensive knowledge of university policies and procedures; interprets administrative decisions and policies to other staff. Prioritizes and arranges meetings, conferences, and appointments for supervisor and professional staff; makes all necessary travel arrangements and itineraries; prepares and files travel authorization and travel vouchers for supervisor, staff, and/or guest lecturers; determines and prepares background materials as needed.
  • Serves as liaison to faculty, staff, students, alumni and the general public in facilitating university programs, requests for information or complaints.
  • May supervise of coordinate the activities of subordinate employees including orienting and training new staff and student employees. Performs other administrative duties as assigned.

Minimum Qualifications

Bachelor’s degree in Business or in a field pertinent to work unit and one (1) year of directly related administrative experience; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.

Desired Qualifications

  • Experience in PeopleSoft, working in higher education environment, Kenexa, and supporting EEO investigations.
  • Experience in PeopleSoft, working in higher education environment, Kenexa
  • Experience in organizing resources and establishing priorities.
  • Experience in planning, organization, coordination of activities.
  • Experience in establishing and maintaining effective working relationships.
  • Effective communication skills.
  • Experience in Microsoft Office (Excel; Outlook; Word; PowerPoint).Knowledge of office and administrative practices and principles.
  • Knowledge of University and area/department applications and databases.
  • Knowledge of the principles of exemplary customer service demonstrated through actively listening, acknowledging, and responding to every inquiry; taking ownership and resolving each concern or problem as appropriate; exhibiting professionalism and expertise in every interaction and engaging in professional development to meet expectations for service excellence.
  • Experience in problem solving and decision making.
  • Ability to stimulate changes in individual, institutional, and corporate behaviors to create a more sustainable environment.
  • Ability to lead by example in communicating, participating and encouraging support of the institution’s sustainability programs.

Working Environment

  • Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work.
  • Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
  • Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
  • Ability to clearly communicate to perform essential functions.

Department Statement

The Herberger Institute comprises the School of Art; School of Arts, Media and Engineering; The Sidney Poitier New American Film School; School of Music, Dance and Theatre; The Design School; and the ASU Art Museum. With 130 degree and certificate options, and programs ranked top 20 in art, design, music, theatre, digital culture, film, dance and more, plus a top university art museum, a leading immersive media facility, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design.

Our mission is to position designers, artists, scholars and educators at the center of public life and prepare them to use their creative capacities to advance culture, build community and imaginatively address today’s most pressing challenges.

The vision of the Herberger Institute is to advance the New American University by embedding designers, artists and arts-based inquiry at its core and throughout the communities it serves locally, nationally and internationally. With 7,000+ students, more than 700 faculty members, and 130 program options, the Herberger Institute is committed to redefining the 21st-century design and arts school.

As part of Arizona State University, the most innovative university in the nation, the Herberger Institute seeks to drive and scale new ways for arts and design to have impact in our world. We invite you to join our work.

Values:

  • Creativity as a core 21st-century competency
  • Design and the arts as critical resources for transforming our society
  • Innovation, enterprise and entrepreneurship
  • Interdisciplinary and transdisciplinary collaboration and research
  • Social embeddedness
  • Projecting all voices
  • Excellence
https://herbergerinstitute.asu.edu/

Why work @ASU - https://cfo.asu.edu/why-work-asu
Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:
  • Salary and wages paid
  • Comprehensive package of affordable benefit plans and programs
  • Access to world-class educational opportunities at deeply discounted rates
  • ASU's total compensation estimator shows the approximate value of your overall compensation
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.
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.

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.

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.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint 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.