Executive Administrative Specialist

105315BR

Campus: Tempe

Exec Administrative Support Sp

Job Description

As the Executive Administrative Specialist, you will play a pivotal role in providing high-level administrative support to the Health Observatory leadership team. You will coordinate multiple tasks simultaneously and autonomously which includes business affairs, personnel matters, and proactively managing a wide range of projects and initiatives. This dynamic position requires a proactive and detail-oriented individual who is able to perform complex administrative duties of a responsible, sensitive and confidential nature.

Job Family

Clerical & Admin Support

Department Name

Ofc EVP Knowldge Enterprise

Full-Time/Part-Time

Full-Time

VP Code

KNOWLEDGE ENTERPRISE DEV

Scope of Search

Open

Grant Funded Position

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

Salary Range

$43,900 - $67,000 per year; DOE

Close Date

01-November-2024

Category

02

Essential Duties

• Provide comprehensive administrative support to the Executive Director and Director level Health Observatory staff, including managing calendars, scheduling meetings and handling correspondence. Support may be provided to full team as needed.
• Coordinate or assist in coordinating events, including arranging equipment and catering, sending invitations and managing RSVPs.
• Coordinate travel arrangements, itineraries, and accommodations for the Executive Director.
• Serve as a primary point of contact for internal and external stakeholders, managing inquiries and requests with professionalism and discretion.
• Draft and proofread emails, memos, reports, and other documents as needed.
• Organize and prepare materials for meetings, including agendas, presentations, and supporting documents.
• Attend meetings, record minutes, and follow up on action items to ensure timely completion.
• Coordinate logistics and provide support for advisory board meetings, retreats, and other organizational gatherings.
• Coordinate the Executive Director’s involvement in university events to insure effective interaction with University staff, senior executives, leadership teams and their constituents both internal and external to Arizona State University.
• Analyze administrative and operational functions; reviews policies and procedures systems for efficiency; implements appropriate changes and system improvements.
• Generate reports from informational systems and other databases as requested.
• Generate and submit equipment purchase and/or reimbursement requests as needed.
• Promotes, embodies and represents the mission of the Health Observatory across ASU and with external stakeholders.

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

• Evidence of organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Evidence of effective communication skills, with attention to detail and accuracy.
• Experience in Google Workspace and Microsoft Office Suite preferred.
• Experience in working independently and collaboratively in a fast-paced environment.
• Experience supporting collaborative and mission driven organizations.

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.
• Occasional bending, reaching, lifting, pushing and pulling up to 20 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 Health Observatory at ASU is a critical component of the ASU Health learning ecosystem that is designed to collect, analyze and visualize a diverse array of information about the health of populations to inform decision makers, advance new health discoveries, and produce data of social and economic value. Under the leadership of the Director of Operations, the Executive Administrative Support Specialist for the Health Observatory at ASU will have a unique opportunity to support the daily operations, mission and vision and organizational goals of the Health Observatory.

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.

Resume and Cover Letter 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.