ASU, the largest state university and also recognized as the most innovative university three years in a row, is committed to maintaining the most dynamic and productive learning experience in all of higher education. The University Technology Office (UTO) is at the forefront of using technology to enhance the student experience. As part of the UTO, this Administrative Services Support Specialist will support leadership, allowing them to focus on key Initiatives. UTO offers a fast-paced, energetic, technically rich environment with many opportunities for this Administrative Services Support Specialist to engage in rewarding work that contributes to the success of the UTO.
This position will allow you to:
Participate in weekly team meetings to gain insights, strengthen your business acumen to more productively support, and prioritize Executive level needs.
Create visually stimulating presentations using PowerPoint and Google Slides.
Collaborate with Administrative personnel across the organization.
Create, plan and execute events and meetings for offsite conferences, team building, staff meetings and more.
Provides a variety of administrative support activities for the assistant senior level members of the department, as needed.
Assists with managing executive calendars, room scheduling, travel, and space-related documents.
Acts as liaison to maintain departmental communications between staff and management relating to administrative issues.
Meetings: Corresponds and/or arranges meetings with outside vendors and other ASU departments.
Prepares and processes forms, documents, letters/memos, and purchasing requisitions for the assistant vice president and makes necessary copies for record retention.
Coordinates the ordering of office supplies and equipment, in accordance to University procurement procedures.
Coordinates and maintains the department equipment list.
Communicates with other University Technology Office departmental Administrative Assistants and provides back-up support and phone coverage, as needed.
Receives and processes requests for maintenance and repairs of office equipment and facilities; and organizes office equipment and employee moves within the department.
Organizes activities and logistics for department meetings and events, including; arranging/scheduling speakers, developing Power Point presentations, and arranging for any special presentation accommodations.
Arranges necessary travel approvals, reservations and itineraries.
Monitors budget spreadsheets and provides variance explanation reports.
Assists with event planning and monitoring event budget.
Any other special projects or duties that may be assigned.
Bachelor's degree in a field appropriate to the area of assignment AND three (3) years of related experience; OR,Seven (7) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
Evidence of a bachelor’s degree and experience providing administrative support for senior leadership.
Experience with managing calendars.
Evidence of effective grammar, composition, punctuation, and attention to detail.
Experience in using Microsoft Office including the creation of tables, diagrams, documents, and presentations (proficiency in Word, Excel, and Power Point).
Demonstrated knowledge of standard office policies and procedures.
Experience in developing and maintaining effective working relationships.
Demonstrated knowledge of basic project management.
Experience in event and meeting planning.
Use PC, sit or stand for extended periods of time, walk moderate distances to perform work, use hand/fingers for repetitive motion (keyboarding/typing), communicate both orally and in writing, and read/interpret written and oral instructions/directions. May require lifting of items weighing up to 40 lbs.
The mission of the University Technology Office is to provide technology leadership for the New American University. The UTO helps ASU create and maintain innovative technology solutions and services that advance learning and discovery at the University. Applicant must be eligible to work in the United States; ASU UTO will not be a sponsor for this position.
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 90,000 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 www.asu.edu/tobaccofree
AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.
Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will be considered without regard to race, color, sex, religion, national origin, disability, protected veteran status, or any other basis protected by law.
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 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.