Administrative Specialist (Facilities Management) at Arizona State University

Arizona State University
Administrative Specialist (Facilities Management)
FDM FM Administration SS
Campus: Tempe
105344BR

Job Description
Facilities Management, Tempe campus, seeks an Administrative Associate to perform complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence in support of high-level executives in the department.

Looking for an employer that offers you solid growth opportunities, as well as an inclusive culture and work/life balance? ASU offers the following employee benefits to enhance the total compensation of its staff:

Flexible work schedules

• 22 days of vacation leave, 12 days of sick leave and 10 paid holidays annually for all staff
• World-class educational opportunities at deeply discounted rates for employees and eligible family members through its employee tuition reduction program. For more information visit  https://cfo.asu.edu/reduced-tuition
• 12 weeks of paid parental leave following the birth or adoption of a child
• Comprehensive and very affordable benefits package including dental, vision, and life insurance benefits. More information available at  https://cfo.asu.edu/benefits
• Retirement program designed to promote long-term savings and provide income upon retirement which includes Arizona State Retirement System (ASRS)
• Paid time for volunteer and professional development
• Wellness program for preventative health education and screenings
• Disability and leave program for income protection
• Free and confidential Employee Assistance services, helping to manage personal difficulties or life challenges
• ASU Discounts to sports/events along with discounts with ASU partnerships

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

Salary Range
$56,000 – 60,000 per year. ASU offers a comprehensive benefits package with the State of Arizona

Close Date
25-October-2024

Essential Duties

• Management of executives’ calendars, schedule meetings and travel, mail distribution, order office supplies, P-card purchases
• Compile, prepare, and maintain background material related to meetings, events and travel, coordinate and track follow-up
• Independently compose correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues
• Track, compile and distribute reports
• Order and track department supplies
• Coordination of “Building Liaison” meeting (update list, organize meeting, update presentation etc.)
• Responsible for coordination of Uniform program
• Organize and coordinate leadership events to include luncheons, leadership offsites and assist with employee recognition awards
• Demonstrate a high level of accuracy and attention to detail
• Provide back-up to other staff in the office
• Perform other duties as assigned
• Clearly communicate to perform essential functions of the job. 

DAYS & SCHEDULE: Monday-Friday, 8:00am - 5:00pm

Minimum Qualifications
Bachelor's degree and five (5) years of executive-level administrative support experience; OR, Nine (9) years of executive-level administrative support experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications
Experience in:

• providing administrative support to high-level executives
• composing professional correspondence, presentations, manuals, and reports
• creating and updating record keeping systems, databases, and spreadsheets
• coordinating travel reservations and itinerary
• scheduling and managing electronic calendars
• using computer software: Microsoft Office (Excel, Word, Visio, Outlook, PowerPoint), Google Workspace suite (docs, sheets, drive, forms), Workday
• customer service
• working autonomously from supervisor
• with multitasking and organizational ability
• developing and maintaining effective working relationships

Knowledge of:

• purchase cards
• meeting transcription
• event planning

Evidence of effective communication skills.

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/sit for varying lengths of time and travel moderate distances to perform work.
• Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.
• May have to occasionally lift and carry file boxes/reams of paper.
• Drives University vehicles and/or carts.

Department Statement
ASU Facilities Development and Management (FDM) maintains and services all university-owned property, and develops and constructs innovative and sustainable facilities. FDM’s vision is to contribute to and guarantee the success of the university’s mission by creating and caring for the ASU campus and environment. We provide quality customer service, effectively steward our resources, and meet the needs of the university through creative and collaborative efforts.

Facilities Development and Management at ASU employment requires current eligibility to legally work in the United States. Facilities Development and Management will not be a sponsor for this position.

This position is located at the University Services Building, 1551 S. Rural Road, Tempe, AZ (on Rural Road south of Apache Blvd).

Must possess a valid Arizona driver's license (minimum of Class D) upon employment and maintain throughout employment. Post-offer of employment, selected candidate must possess an acceptable driving record which is 5 or fewer points in the most recent 39 month period from date of hire.

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of all background, including fingerprint checks.

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.

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 day 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.

Work reference history information for 3 current and/or former supervisors will be requested at time of interview.  

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.

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