Administrative Asst.

105467BR

Campus: Tempe

Administrative Asst

Job Description

We have an exciting Administrative Assistant opportunity for a dynamic and enthusiastic individual to join our team with Barrett, The Honors College. The ideal candidate will be extremely detail-oriented with excellent written and verbal communication skills in support of the Deans Office. This position will interact with internal and external staff, faculty, and students, sometimes under pressure, with a high level of professionalism. This position will require on-site presence daily and will report to the Director of Deans Executive Operations in support of initiatives and objectives related to the unique honors college experience.

Employees of Barrett have the opportunity to help further the mission of serving high-achieving students. We have a spirit of going above and beyond. If you are looking for a student-centric position with a desire to make a difference, we encourage you to join our team.

Job Family

Clerical & Admin Support

Department Name

Barrett Honors College

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

$20.20 - $21.635 per hours; DOE

Close Date

28-October-2024

Category

01

Essential Duties

Provides office operations support such as receiving and screening telephone calls and visitors, scheduling meetings, seminars, and special events, maintaining record-keeping systems, opening and reviewing incoming mail, and responding to inquiries.

· Executes a variety of office administrative and/or secretarial support activities for supervisor 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

· Creates and maintains a welcoming environment

· Learns, manages and updates internal cheat sheet with Barrett and ASU information

· Provides excellent customer service at the desks for Barrett current students, prospective students and their families

· Plans and arranges meetings and/or special events under general instructions from supervisor; communicates arrangements to appropriate individuals, manages RSVPs

· Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation, requiring application of specialized knowledge of the assigned function.

· Analyzes and resolves difficult items of concern with tact and diplomacy

· Exercises independent judgment regarding matters of confidentiality

· Maintains and process orders for general office supplies, work with assigned vendors and prepares required paperwork

· Creates newsletters and flyers

· Coordinates golf cart ride scheduling and golf cart maintenance

· Schedules and reserves rooms for events, meetings and other functions with timely and appropriate communication

· Participated in college events as required (Fall Welcome, Family Weekend, Homecoming, Convocation)

· May help hire, train and supervise front desk student workers ensuring front desk coverage at all times during business hours

· May serve as point of contact when leadership is out of the office

· May serve as back-up to assist with faculty request in absence of faculty admin

· Works on-site during office hours of Monday-Friday from 8am-5pm

· Acts as liaison to various groups (UTO, BTO, Business Office, other campuses, ASU Facilities Management)

· Performs other duties as assigned

Schedule: Monday - Friday, 8 AM - 5 PM

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

• Evidence of a Bachelor’s degree
• Experience working in an institution of higher education (honors college experience preferred)
• Experience in establishing and maintaining effective working relationships
• Experience working in an office environment
• Experience with event planning and coordinating meetings
• Experience planning, organizing, coordinating and prioritizing workload
• Experience working with confidential documents
• Experience creating, editing and proofing documents in proper English (grammar, capitalization, punctuation)
• Evidence of effective communication skills
• Evidence of detail-oriented work methods
• Demonstrated knowledge of MS Office Applications (i.e. Word, Excel and Outlook); Google Suite, PeopleSoft, Workday, Concur, Sunrise, Canva, Astra

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

Barrett, The Honors College: Established in 1988, Barrett, The Honors College at Arizona State University is a selective four-year residential college offering innovative honors courses, study abroad, research opportunities, and merit scholarships to high-achieving and highly engaged undergraduates at all four ASU campuses. Barrett has more than 7,000 students at the Tempe, Downtown, Polytechnic and West campuses of ASU. Barrett students benefit from the vast resources and numerous opportunities at ASU, one of the nation’s largest and most innovative universities, located in the fifth-largest metropolitan area in the United States.

Barrett Honors College has received many accolades, including being called “the gold standard” among honors college in the nation by the New York Times and “Best Honors College” in the United States by Reader’s Digest. USA Today named ASU one of the 100 Best Value Colleges and cited Barrett as “outstanding.” The 2021 Fiske Guide to Colleges cites Barrett Honors College as one reason why Arizona State University is among the top 10 “Best Buy” public schools in the United States. Specifically, the guide spotlights the “ambitious honors projects” at Barrett Honors College. For more information, please visit our website at: http://barretthonors.asu.edu/home/

ASU offers a total compensation package that includes valuable employee benefits, healthcare, retirement, tuition reduction program (eligible ASU employees, their dependents, and spouse), financial security, discounts, family resources, and more. Explore ASU’s benefits options and degree program offerings.

Estimate the value of your total compensation: https://cfo.asu.edu/compensation-estimator.
The ASU Community has demonstrated it can adapt and respond quickly to change — even during a pandemic — from different learning modes to remote work to ensure students and university employees can thrive. Though we may deliver support services virtually, in person or both, we consider the primary worksite an ASU campus or location and prioritize in-person presence in our community to fulfill our charter. We also understand flexible work arrangements can offer benefits for employers and employees, such as retention, sustainability, and work-life balance. Where ASU policy and the nature of the work permits, we support opportunities for remote work, flex time, or similar arrangements

Applicant must be eligible to work in the United States; ASU/Barrett, The Honors College will not be a sponsor for this position. For additional information, please see:
https://www.uscis.gov/i-9-central -i-9-resources/statutes-and-regulations

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.

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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.

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.