Exec Administrative Support Specialist at Arizona State University

Arizona State University
Exec Administrative Support Specialist
SWAPHub
Campus: Tempe
105245BR

Job Description
Arizona State University is hiring to support its critical work in microelectronics research and development at MacroTechnology Works in ASU’s Research Park. ASU is a leader in the larger creation and build out of a regional ecosystem for innovation in microelectronics. The ASU teams at MTW support a variety of activities related to research and development, workforce development, technology startup, student activities and more.

This position will provide critical executive administrative support to a team in the microelectronics space. The ideal candidate is a self-motivated, detail-oriented, well-organized individual who can multitask autonomously in a fast-paced environment. The ideal candidate will perform complex administrative duties of a responsible, sensitive and confidential nature requiring considerable independence. This position will support day-to-day office operations and front office receptionist duties. A critical key duty will be management of executives’ calendars/scheduling, travel, and expense report.

As a requirement of the funding, this position is funded by the DoD, which requires candidates to be US citizens or permanent residents due to ITAR/Export Control and clearance level activity.

Salary Range
Depends on experience

Close Date
21-October-2024

Essential Duties

• Provide executive (C-Suite) level administrative support including, but not limited to calendaring, scheduling, meeting coordination, compiling/preparing/maintaining background material, coordinating and arrangement of travel, and processing expense reports
• Demonstrate attention to detail, efficiency, and organization skills.
• Coordinate or assist in the coordination of recruitment activities: including position posting, interview scheduling, onboarding, door access requests, etc.
• Coordinate or assist in the coordination of events, including arranging equipment and catering, sending invitations, and managing RSVPs
• Sort and distribute mail, ensure the front office area is presentable, with all necessary materials
• Manage activities in the front office including answering phone calls, greeting visitors, and providing general information in response to inquiries.
• Generate reports and presentations
• Review and approve operational documents for completeness and compliance with established University practices and policies
• Independently compose correspondences using judgement, originality, and knowledge of complex issues
• Provide support to office and departmental visitors
• Maintaining and ordering inventory levels of office supplies and materials needed for everyday ASU business, suite maintenance, Fire Marshall, reconciling incoming general bills
• Judgement in managing multiple high-priority activities requiring considerable coordination, tracking, follow-up and follow through to meet requirements
• Able to plan, analyze, and coordinate activities while establishing priorities
• Dealing with a wide range of topics, including confidential and sensitive information

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

• Experience supporting executive-level administrators.
• Project or program management experience.
• Experience working in a fast-paced, high-volume office.
• Office management experience.
• Evidence of effective communication, presentation, and interpersonal skills.
• Experience in work that requires being detail oriented, flexible, self-motivated, and the ability to troubleshoot.
• Experience writing complex, technical documents.
• Experience in a higher education, military or complex organizational structure.

Working Environment
This is a first shift position 0800-1700, Monday-Friday. Occasional off shift work may be required to manage emergencies or support events.

• Regular activities require ability to manage and prioritize multiple tasks at one time, manage conflict, work well in a team environment and operate independently, and communicate effectively to exchange accurate information.
• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
• Activities are performed in an environmentally controlled office subject to extended periods of being in a stationary position, walking moderate distances to perform work functions, and operating computer and other office productivity machinery.
• Some activities will entail the need for frequent bending, reaching, lifting, pushing, and pulling up to 50 pounds.
• Ability to clearly communicate and exchange accurate information to perform essential duties.

Department Statement
Arizona State University is hiring to support its critical work in microelectronics research and development at Macro Technology Works in ASU’s Research Park. ASU is a leader in the larger creation and build out of a regional ecosystem for innovation in microelectronics. The ASU teams at MTW support a variety of activities related to research and development, workforce development, technology startup, student activities and more.

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.

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.

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