Exec Administrative Support Specialist - Tempe, United States - Arizona State University

Arizona State University

Verified Company

Tempe, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

The Office of the University Provost seeks a dynamic, self-starting and detail-oriented professional for a collaborative role, which requires a considerable amount of independence of action, the ability to manage frequently changing priorities, and a high level of competence.

Under administrative direction, the Assistant to Vice Provost is the primary point of contact for the Vice Provost for Undergraduate Education.

This position will coordinate and manage administrative functions by assisting with the planning, organizing and directing of the day-to-day operations for the Vice Provost.

Job Family

Clerical & Admin Support

Department Name

Office of Univ Provost Tempe

Full-Time/Part-Time

Full-Time

VP Code

EXEC VP/PROVOST

Scope of Search

Open

Grant Funded Position

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

Salary Range
- $65,000 - $82,000 per year; DOE

Close Date

26April2024

Category

Essential Duties

Efficiently manage the Vice Provost's calendar and provide calendar support for Assistant Vice Provosts, including scheduling meetings, appointments, and events.
Assist with complex ad hoc scheduling projects essential for key undergraduate education team priorities that may include participants in multiple time zones (e.g., coordinating job interviews).
Manage the administrative aspects of the University Undergraduate Standards Committee, including scheduling meetings, processing petitions and ensuring completeness, preparing meeting materials, documenting proceedings, and communicating decisions postmeeting. Coordinate the Student Success Leadership Council meetings and convenings of and resources for Academic Integrity Officers.
Plan travel itineraries, make reservations and registrations, and reconcile payments using Concur for the Vice Provost, Assistant Vice Provosts, and other members of the undergraduate education team requiring ad hoc support.
Assist in preparing documents, reports, presentations, and other materials related to meetings, projects, and initiatives. Includes researching policies and approaches to curricular questions, generating agendas and minutes for meetings, and managing followups as necessary.
Research, prepare recommendation for reviews, and document posthumous degree requests to ensure they meet university policies.
Serve as a liaison between the Vice Provost and internal/external stakeholders, including faculty, staff, students, and academic partners, by drafting and managing correspondence and facilitating communication.
Act on behalf of the Vice Provost in the implementation of plans, policies and procedures.
Keep abreast of the Vice Provost's priorities and status of projects and follows up on pending matters.
Assist the Vice Provost with confidential and highly sensitive projects, including service on committees.
Coordinate arrangements for hosting of meetings, programs, retreats, workshops and guest speakers.
Serve as office manager for the daytoday operation of the office, requiring an indepth understanding of office and university policies.
May supervise the work of subordinates.
Implement personnel actions, e.g. new hires, reclassifications, salary adjustments, and prepare absence reports.
Perform special assignments as instructed by the Vice Provost.

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

Demonstrated knowledge of university academic policies and procedures.
Experience working with student and/or curricular data in Salesforce, Peoplesoft and degree audits including curricular elements such as courses, prerequisites, major, minors, and transcripts, is a plus.
Evidence of effective communication skills including the abilities to navigate difficult conversations and deescalate when appropriate.
Experience writing, editing, and proofreading highlevel correspondence and preparing concise summaries.
Evidence of effective, analytical problemsolving and decisionmaking skills.

Working Environment

Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (15%)
Ability to clearly communicate to perform essential functions.
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.
Receives regular managerial review of outcomes to ensure achievement of established objectives and goals.

Department Statement

ASU Statement
Arizona State University is a VEVRAA Federal Contractor and an Equal O