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Administrative Asst

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Arizona State University

Tempe, AZ, US

1 month ago
full-time
degree mentioned

Job highlights

Qualification

The ideal candidate will be detail-oriented with excellent communication skills. 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. Word, Excel and Outlook); Google Suite, PeopleSoft, Workday, Concur, Canvas, and Astra

Responsibility

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. 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 50 pounds. Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts. 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. Helps hire, train and supervise front desk student workers ensuring front desk coverage at all times during business hours. Learns, manages and updates internal cheat sheet with Barrett and ASU information. Provides excellent customer service at the front desk 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 processes orders for general office supplies, work with assigned vendors, and prepare required paperwork. Creates newsletter and flyers. Coordinates golf cart ride scheduling and golf cart maintenance. Schedules and reserves rooms for events, meetings and other functions. Participates in college events as required (Fall Welcome, Family Weekend, Homecoming, Convocation). May serve as point of contact when leadership is out of the office. May serve as back-up to assist with faculty requests in absence of faculty admin. Works on-site during office hours of Monday-Friday from 8 am-5 pm. Creates and maintains a welcoming environment. Acts as liaison to various groups (UTO, BTO, Business Office, other campuses, ASU Facilities Management). Performs other duties as assigned

Job Description

Description

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 detail-oriented with excellent communication skills. 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. 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 50 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. 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. 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. Department Statement Barrett, The Honors College at Arizona State University operates on these core values: Community and Belonging, Leadership and Agency, Courage and Curiosity. Our values are the foundation for everything we do to create a welcoming honors college where students from all walks of life can learn, grow, and thrive. Here, they can belong to a community of high-achieving peers, lead courageously, act with agency, and fulfill their intellectual curiosity. Established in 1988, Barrett Honors College offers the unique opportunities of a selective, four-year residential college with special honors courses, scholarships, study abroad and undergraduate research combined with the resources of one of the largest and most innovative public universities. Barrett Honors College serves more than 7,000 students on all four ASU campuses- Downtown Phoenix, Tempe, Polytechnic and West Valley - located throughout the fifth-largest metropolitan area in the United States, as well as ASU Online students. The New York Times labeled Barrett Honors College "the gold standard" among honors colleges in the nation and Readers Digest designated it a "Best Honors College". USA Today named ASU one of the 100 Best Value universities in the nation and called Barrett Honors College "outstanding." The Fiske Guide cited Barrett Honors College with its "ambitious honors projects" as one reason why ASU is among the Top 10 "Best Buy" public universities in the U.S. Learn more about Barrett Honors College. 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. 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 with creating, editing and proofing documents • Evidence of effective communication skills • Demonstrated knowledge of Microsoft Office Applications (i.e. Word, Excel and Outlook); Google Suite, PeopleSoft, Workday, Concur, Canvas, and Astra 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. 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 • Helps hire, train and supervise front desk student workers ensuring front desk coverage at all times during business hours. • Learns, manages and updates internal cheat sheet with Barrett and ASU information. • Provides excellent customer service at the front desk 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 processes orders for general office supplies, work with assigned vendors, and prepare required paperwork • Creates newsletter and flyers • Coordinates golf cart ride scheduling and golf cart maintenance • Schedules and reserves rooms for events, meetings and other functions • Participates in college events as required (Fall Welcome, Family Weekend, Homecoming, Convocation) • May serve as point of contact when leadership is out of the office • May serve as back-up to assist with faculty requests in absence of faculty admin • Works on-site during office hours of Monday-Friday from 8 am-5 pm • Creates and maintains a welcoming environment • Acts as liaison to various groups (UTO, BTO, Business Office, other campuses, ASU Facilities Management) • Performs other duties as assigned 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.