Executive Administrative Support Specialist

103263BR

Campus: Tempe

Exec Administrative Support Sp

Job Description

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

Job Family

Clerical & Admin Support

Department Name

Academic Alliances

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

$65,000 - $82,000 per year; DOE

Close Date

15-August-2024

Category

02

Essential Duties

• Efficiently manage the Vice Provost and Associate Vice Provost calendars, including scheduling meetings, appointments, and events.
• Assist with complex ad hoc scheduling projects essential for key Academic Alliance team priorities that may include participants in multiple time zones (e.g., coordinating job interviews, meetings, etc.)
• Plan travel itineraries, make reservations and registrations, and reconcile payments using Concur for the Vice Provost, Associate Vice Provost, and other members of the team requiring ad hoc support.
• Collect and compile information and data necessary to prepare documents, reports, presentations, and other materials related to meetings, projects, and initiatives.
• Include researching policies and approaches to questions, generating agendas and minutes for meetings, and managing follow-ups as necessary.
• Attend meetings with the Vice Provost and Associate Vice Provost, when appropriate, to provide consistent record keeping and to prompt follow-up action with accountable parties.
• Develop work plan in accordance with the established unit and department objectives. Maintain a detailed record-keeping system to track upcoming deadlines and work for the Vice Provost and Associate Vice Provost.
• Review and prioritize confidential incoming mail and email, social media tools used by the office, as well as telephone and in-person inquiries.
• Serve as a liaison between the Vice Provost and internal/external stakeholders, including faculty, staff, students, community colleges and other academic partners, by drafting and managing correspondence and facilitating communication.
• Act on behalf of the Vice Provost in the implementation of plans, policies and procedures.
• Keep abreast of the Vice Provost's priorities and status of projects and follows up on pending matters.
• Assist the Vice Provost with confidential and highly sensitive projects, including service on committees.
• Coordinate arrangements for hosting of meetings, programs, retreats, workshops and guest speakers.
• Serve as office manager for the day-to-day operation of the office, requiring an in-depth understanding of office and university policies.
• May supervise the work of subordinates.
• Implement personnel actions, e.g. new hires, re-classifications, salary adjustments, and prepare absence reports.
• Perform special projects as instructed by the Vice Provost.

Minimum Qualifications

Bachelors degree in Business or field pertinent to work unit AND four (4) years of directly related administrative experience; OR, Eight (8) years 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 supporting high level executive positions including a wide variety of functions such as calendaring, word processing, and email maintenance.
• Demonstrated knowledge of university academic policies and procedures. Knowledge of Community Colleges operating standards are a plus.
• Evidence of effective communication skills.
• Ability to navigate difficult conversations and de-escalate when appropriate. Experience writing, editing, and proofreading high-level correspondence and preparing concise summaries.
• Experience working effectively in a team environment subject to tight deadlines and quickly changing priorities.
• Experience in using analytical problem-solving and decision-making skills.

Working Environment

Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.

Department Statement

The Office of the University Provost provides leadership to all ASU campuses and academic programs, fostering global distinction in teaching, research and services to the community. To learn more about the Office of the University Provost, go to: http://provost.asu.edu

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.