Administrative Associate

Career Services (CS) is seeking a highly motivated, enthusiastic, Administrative Associate to support the Associate Vice President/Executive Director and Assistant Vice President, and also professionally manage daily office operations. The Administrative Associate supports the team through a variety of duties related to organization, planning, communication, reporting, writing, calendaring, and general office activities. In addition, this position performs a variety of administrative work requiring initiative and independent judgment.
The successful candidate will be a polished self-starter with an efficient work methodology, having excellent communication skills, demonstrable computer skills, is an individual who exercises sound judgment in decision-making, has experience in maintaining confidential and sensitive information and have the ability to coordinate multiple tasks autonomously and contribute to a positive and professional team culture.
This position reports to the Associate Vice President and is an excellent opportunity to gain experience in Career Services while supporting the work of a dynamic team of professionals who provide Career Services to ASU students, staff and alumni.

What’s in it for you:
Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes: (Click here to explore options)

• Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
• Low-cost health, dental, vision, and life insurance benefits.
• Retirement program designed to promote long-term savings and provide income upon retirement.
• Paid time for volunteer and professional development.
• 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period.
• Wellness program for preventative health education and screenings.
• Disability and leave program for income protection.
• Employee assistance for free and confidential behavioral health services.
• ASU Discounts to sports/events along with discounts with ASU partnerships.

• Provide leadership to the office environment by setting a professional tone in the physical space.
• Execute a variety of office administrative activities for the team such as operations support, writing and responding to emails, receiving telephone calls and visitors, scheduling meetings, managing calendars, reserving space, creating presentations, organizing conference registrations, and managing invitations to special events.
• Handle multiple projects with competing priorities and deadlines; develops and updates administrative systems to make them more efficient.
• Maintain team calendars via Outlook and securing department reservations.
• Reviews and responds to emails and inquiries. Provides support with summarizing reports, researches unique situations and resolves problems within scope of position.
• Create, maintain and update databases and spreadsheets.
• May prepare minutes, notices, manuals, agendas and correspondence with all supporting documentation.
• Arrange necessary travel reservations and itineraries, anticipate and prepare background materials needed, and communicate arrangements to appropriate individuals.
• Open and close office daily.
• Submit and reconcile expense reports, p-cards purchases and reimbursements.
• Contributes to team effort by accomplishing special projects as needed.
• Contributes to team culture of customer service, engagement, empathy, problem solving, quality and excellence.
• Other tasks as assigned.

Bachelor’s degree in Business or in a field pertinent to work unit and one (1) year of directly related administrative experience; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.

• Experience in work that requires high attention to detail; critical thinking skills.
• Demonstrated knowledge of standard office policies and procedures
• Experience in developing and maintaining positive and effective working relationships
• Experience in composition, grammar, spelling and punctuation
• Experience in typing/word processing and use of personal computer/software and online systems, including
• Experience in Workday, Concur, MS Office (especially Outlook), MS Word, Excel, Google Drive, Dropbox, and Zoom.
• Evidence of having a background in education or related field
• Experience in responding to situations that require an ethical and professional response
• Evidence of positive and collaborative team relationships
• Comfortable with a fast pace, multiple priorities and ambiguity

• Communicates effectively
• Professionally represents department/program
• Use computers effectively - including inputting, reviewing and retrieving information
• Works collaboratively across various departments and campuses within the University
• Lifts up to 25 pounds

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.

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.

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.