Program Coordinator

103447BR

Campus: Downtown Phoenix

Program Coordinator

Job Description

This role is a key member of the Office of Alumni Engagement, directly supporting senior alumni and development officers for Thunderbird including Executive Director of Engagement, Executive Director of Alumni Engagement, Director of Engagement and Senior Associate Director of Engagement and providing overall administrative support to the team at large. The Program Coordinator routinely interacts with individuals at all levels of Thunderbird, the ASU Foundation, Enterprise Partners, and the University, including executive leadership and donors to analyze problems, provide solutions, and make decisions that will benefit the team’s overall organization. Key areas of responsibility include providing professional and administrative support to Thunderbird’s engagement team including, internal and external executive-level meeting scheduling and support, payment processing, expense and other ad hoc reporting.

Job Family

Business Operations

Department Name

TSGM Administration

Full-Time/Part-Time

Full-Time

VP Code

VP/EXEC VICE PROV DPC

Scope of Search

Open

Grant Funded Position

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

Salary Range

$49,000 - $55,000 per year; DOE

Close Date

21-August-2024

Category

02

Essential Duties

• Schedules in-person and virtual meetings, as well as conference calls, coordinating logistics as needed for all meetings including internal and external stakeholders
• Provides advanced planning to support complex and highly varied internal and external executive-level meetings and events, working to secure meeting space, coordinate technology and logistics and prepare materials as needed
• Processes and approves expense reports, ensuring that expenses submitted follow Enterprise Partners and ASU travel and credit card policy
• Coordinates travel and logistics for senior leaders. Assists with booking flights, hotels and coordinating meetings following required ASU and Foundation travel procedures. Secures necessary travel approvals and prepares required expense reports.
• Screens telephone calls and visitors to resolve routine and complex inquiries
• Assists with the planning and execution of donor and alumni visits.
• Prepares presentations, correspondence, reports, meeting minutes, event briefings, and other documents
• Inputs data into Salesforce including, but not limited to, contact reports and opportunities
• Extracts and analyzes information through reports (both pre-existing and customized) from Workday and Salesforce
• Makes travel reservations and itineraries; determines and prepares background materials for leadership
• Responsible for various tasks such as packaging, verifying content for shipping, receiving packages, and ordering supplies.
• Maintains subscriptions and memberships
• Exercises excellent judgment and professional demeanor always
• Maintains an orderly filing system, primarily electronic files
• Prioritizes workload to meet unit/department’s needs
• Knowledge of administrative principles and practices.
• Knowledge of handling confidential, proprietary and privileged documents and information.
• Knowledge of University policies and procedures.
• Knowledge of accounting and budgeting procedures and techniques.
• Knowledge of supervisory practices and principles.
• Skill in planning, analyzing and coordinating activities and establishing priorities.
• Skill in clear and effective communication, both verbal and written.
• Skill in dealing with a wide range of topics, including confidential and sensitive information.
• Skills intact and diplomacy and in maintaining effective working relationships.
• Skill in problem solving and decision making; evidence of organizational skills and flexibility; problem solving and proactively anticipating requirements and potential problems.
• Ability to manage multiple high-priority activities requiring considerable coordination and follow through to meet requirements.
• Ability to maintain an executive presence, maturity and use sound judgment.

Minimum Qualifications

Bachelor's degree in field appropriate to area of assignment AND two years administrative/coordinator program experience; OR, Six years of progressively responsible administrative/coordinator program experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

Evidence of a Bachelor's degree in field appropriate to area of assignment AND two years administrative/coordinator program experience; OR, Six years of progressively responsible administrative/coordinator program experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

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 Thunderbird School of Global Management at Arizona State University is one of the finest global leadership and global management schools in the world with both graduate and undergraduate students. Solutions for the planet mean developing problem‐solvers from around the globe. From our world‐renowned faculty representing six continents to hundreds of outstanding students who join us every year from around the world, the Thunderbird School of Global Management welcomes diversity and encourages quality and great value. It is one of the top global leadership and global management schools in the country, highly ranked for academics, practical research, and student outcomes.

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.

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.

Applicant must provide three business related references; one current supervisor and two former supervisors; coworker will only be accepted if work history does not allow for three supervisors. Personal references are not accepted.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

Applicant must be eligible to work in the United States; TGSM will not be a sponsor for 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.