Administrative Assistant

103218BR

Campus: West Valley

Administrative Asst

Job Description

The School of Mathematical and Natural Sciences seeks an Administrative Assistant to perform varied advanced secretarial and administrative work unique to the unit requiring initiative and independent judgment. Incumbents work independently under general direction. Maintains office 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.

This is a full-time, in-person position at the West Valley campus, Monday – Friday, between the hours of 8:00 am to 5:00 pm.

Job Family

Clerical & Admin Support

Department Name

Math & Natural Sciences

Full-Time/Part-Time

Full-Time

VP Code

PROVOST/WEST CAMPUS

Scope of Search

Open

Grant Funded Position

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

Salary Range

$20.20 per hour

Close Date

14-August-2024

Category

01

Essential Duties

• Provides office operations support such as receiving and screening telephone calls and visitors, scheduling meetings, conferences, seminars, and special events, maintaining unit Director’s calendar, maintaining record-keeping systems, opening and reviewing incoming mail and packages, and routine copying, scanning, and faxing.
• Executes a variety of office administrative and/or secretarial support activities for unit such as composing replies to correspondence on own initiative, interpreting and explaining established policies and procedures in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by supervisor, and investigating, evaluating and resolving problems within scope of position.
• Maintains and updates databases and spreadsheets; prepares special and recurring reports containing specialized information following supervisor's general direction.
• Plans, arranges, and assists with conferences, meetings and/or special events (i.e. unit Coffee Hours and other gatherings) under general instructions from supervisor; communicates arrangements to appropriate individuals. Implements new policies, procedures and practices impacted by decisions made by supervisor at meetings and/or conferences.
• Organizes and coordinates school events and activities for student recruitment, student retentions, and community engagement.
• Assists the department with academic support functions such as preparing and distributing faculty/All Hands correspondence.
• Plans and arrange unit's weekly newsletter to communicate with faculty and staff with updates, reminders, and department meetings.
• Posts, Schedules, and maintains unit's social media accounts with faculty/student accomplishments, achievements, and unit events. Utilizing platforms such as but not including: Instagram, LinkedIn, Facebook, etc. with the assistance of platform content tools such as Hootsuite, Buffer, etc.
• Assists SMNS Admin Staff with various unit projects and tracking while adhering to University policies, including but not limited to: syllabi collection, unit training compliance, textbook adoptions, incompletes, student grievances.
• Assists SMNS admin staff with submitting orders and surplus requests for the unit.
• Creates and/or arranges classroom requests made by faculty using room reservation system (Astra) for events, classes, meetings, and/or seminars. Assist with schedules when needed.
• May supervise or coordinate the activities of subordinates.
• Performs other duties as assigned.

Minimum Qualifications

Four (4) years secretarial/administrative experience; OR, Certificate in Secretarial Science AND three (3) years of secretarial/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 providing customer service in a team environment and in a high-volume service location.
• Experience in Microsoft Office applications (i.e. Word, Excel, Outlook).
• Experience in resolving complex issues and researching non-routine inquiries received by students, faculty, and staff; University departments and advising units.
• Demonstrated knowledge of or ability to learn university policies and procedures.
• Evidence of effective verbal and written communications.
• Experience establishing and maintaining effective working relationships with faculty, staff, student, community partners and other stakeholders.
• Experience working independently after receiving guidance.
• Experience in good judgment.
• Experience in effectively prioritizing large lists of tasks.
• Ability to meet deadlines and accomplish multiple tasks simultaneously.
• Evidence of effective oral and written communication skills
• Experience in phone etiquette, a pleasant demeanor, and working well with faculty, staff, and student workers.
• Experience with flexibility in quickly changing priorities as necessary.
• Experience with calendar management preferred.
• Ability to make quick effective decisions and solve problems.

Working Environment

Office setting. This job requires frequent and long periods of sitting, standing, walking, ability to lift 25 pounds, use a computer, effective communication, ability to ask questions, and a can-do attitude.

Department Statement

Our faculty work to resolve key issues faced by our civilization, which are addressed through our research, teaching, and in our community outreach. We seek to infuse our students and the greater community with the ideals of impact, excellence, and access. We strive to create an inclusive student experience with extensive interdisciplinary opportunities. At the core of this experience is the opportunity for our students to work side-by-side with our faculty conducting authentic research in STEM disciplines. Our students are proficient in scientific inquiry and critical thinking, and ready to apply their skills to real life situations. In the School of Mathematical and Natural Sciences we strive to educate and empower future STEM scholars and innovators.

Our 100+ faculty members include statisticians, mathematicians, computer scientists, biologists, biotechnologists, and other natural science disciplines. Our research is funded by multiple federal and state agencies and we are one of the fastest growing research enterprises at the Arizona State University.

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.