Company: Arizona State University
Location: Tempe, AZ
Employment Type: Full Time
Date Posted: 08/16/2022
Expire Date: 10/16/2022
Job Categories: Education, Information Technology
Arizona State University
ASU, a leading innovator in Higher Education, is looking for a dynamic individual to join our executive support team, providing administrative c-level support for the Office of the CIO in the University Technology Office. As part of a lively and productive UTO Administrative Support Team, you will employ your exceptional administrative skills to support and drive UTO’s mission and operational goals by way of staff engagement, meeting coordination and project support. Successful candidates will have demonstrated experience providing operational excellence and a passion for customer service.
ASU’s University Technology Office has over 500 employees, offering a variety of career paths in a high-energy working environment. You will assist with a variety of responsibilities, such as the creation of visually stimulating google slides and coordinate creation of other communications materials including letters and 1-page executive briefs, event support and project collaboration and facilitation.
The University Technology Office (UTO) embraces its role as both an enabler and catalyst for advancing the vision and work of the New American University. We are a values-driven organization. Our commitments are reflected in all of the work we do in pursuit of operational excellence, the experience and delight of our community, and our strategic and innovation initiatives.
The technology initiatives we’re engaged in are transformative and unprecedented in Higher Education. We strive to be inclusive, authentic, and passionate in our work as we embark on a journey to transform our organizational culture. In the UTO family, our intentional focus on diversity, equity, inclusion and belonging as well as culture and communications are core responsibilities in this role. With an increased emphasis on authenticity, compassion, and inclusivity, this position strives to embody and advance our UTO Positive Core.
ASU was voted top 1% of world’s most prestigious universities by Times Higher Education and #1 in the U.S. for Innovation by U.S. News & World Report. Consider taking the step and joining the UTO team and ASU Sun Devil family!
$43,900 - $58,000 per year; DOE
The Executive Administrative Support Specialist coordinates multiple tasks simultaneously and autonomously which includes business affairs, personnel matters, and proactively managing a wide range of projects and initiatives. Performs complex administrative duties of a responsible, sensitive and confidential nature requiring considerable independent action. Additional responsibilities include, but are not limited to:
Manages multiple high-priority activities requiring considerable coordination and follow through to meet requirements.
Coordinates the executive's involvement in university events to insure effective interaction with University staff, senior executives, leadership teams and their constituents both internal and external to Arizona State University.
Provides administrative support to executive; maintains executive's calendar; coordinates and arranges travel; compiles, prepares, and maintains background material related to meetings, events and travel; coordinates and tracks follow-up; maintains files.
Works with the executive(s) on departmental or divisional administrative matters, or on decisions affecting interdepartmental relationships.
Analyzes administrative and operational functions; reviews policies and procedures systems for efficiency; implements appropriate changes and system improvements.
As directed, appropriately responds to management and public requests for information and resolves politically sensitive issues.
Reviews and approves operational documents for completeness and compliance with established University practices and policies.
Provides logistical support to UTO sponsored events and group meetings.
Generates reports from informational systems and other databases.
Independently composes correspondence on a variety of subjects requiring judgment, originality and knowledge of issues involved.
Represents the department/unit, university, college or executive at meetings; serves as department/unit, college or school liaison to various university departments and organizations.
Provides word processing, transcription of dictation, and processing of correspondence and e-mail.
Coordinates or assists in coordinating events, including arranging equipment and catering, sending invitations and managing RSVPs.
Take responsibility for fostering culture, advancing our values, and championing engagement in all its forms -- collaborating across our teams as well as participating in UTO/ASU events and programs.
Demonstrates commitment to valuing diversity and contributing to an inclusive working and learning environment.
Advances our UTO Affirmative Pledge.
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.
Knowledge of basic project management. Knowledge of principles, practices and procedures in field of program, project, or initiative expertise.
Experience in planning and organizing.
Evidence of effective communication skills.
Skill in establishing and maintaining effective working relationships.
Skill in performing detailed reports, including analysis.
Ability to work effectively in an environment subject to changing priorities, tight deadlines and potentially conflicting outcomes.
Experience with executive administrative principles and practices.
Experience with handling confidential, proprietary and privileged documents and information.
Experience with university policies and procedures.
Experience with ASU and financial and purchasing procedures, techniques, and policies.
Demonstrates a high level of accuracy and attention to detail.
Experience with supervision, evaluation, and hiring practices and principles.
Experience in planning, analyzing and coordinating executive-level meetings, site visits, and activities and establishing priorities.
Experience in dealing with a wide range of topics, including confidential and sensitive information.
Experience in tactfully and diplomatically maintaining effective working relationships.
Experience in problem-solving and decision making; evidence of organizational skills and flexibility; problem-solving and proactively anticipating requirements and potential problems.
Experience in managing multiple high-priority activities requiring considerable coordination and follow through to meet requirements.
Experience in maintaining an executive presence, maturity and use sound judgment.
Experience coordinating and scheduling domestic and international executive travel.
Experience with both large and small special event planning.
Demonstrated knowledge of principles and practices of executive site visits.
Demonstrated knowledge of ASU brand policies and principles.
Demonstrated knowledge of English languages, grammar, spelling, and punctuation.
Ability to model empathy, compassion and emotional intelligence
Experience hiring in a values-led organization, emphasizing diversity, equity, inclusion and belonging
Ability to help foster a safe psychological space for all teammates where everyone can thrive.
Ability to stimulate changes in individual, institutional, and corporate behaviors to create a more sustainable environment.
Ability to lead by example in communicating, participating and encouraging support of the institution’s sustainability programs.
Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%).
Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (15%).
Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
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.
The University Technology Office (UTO) embraces its role as both an enabler and catalyst for advancing the vision and work of the New American University. We are a values-driven organization. Our commitments are reflected in all of the work we do in pursuit of operational excellence, the experience and delight of our community, and our strategic and innovation initiatives. Applicants must be eligible to work in the United States.
Join the team that sparks human-centered innovation
UTO is a rapidly reconfigurable and entrepreneurial organization at ASU that prioritizes and
executes to meet the needs of our community of learners, faculty, researchers and staff. Our
work emphasizes autonomy, flexibility and distributed decision-making to leverage the strengths of individuals. Together, we embrace a culture that nurtures, engages and embraces diverse voices with a shared lens of positive community impact and expanded opportunities for collaboration.
Why join us?
Mission oriented. Everything we do is to advance ASU’s charter -- measuring who we include and how they succeed. We are staunch champions of learner success and put people first.
Flexibility. Our hybrid work environment prioritizes personal autonomy and trust around how work gets done. Staff touch base in person a few times per week with freedom to decide how, when and where.
Culture forward. We embrace a Positive Core culture: Belonging, Relational, Authentic, Visionary and Empowered. The UTO fabric weaves together diversity, equity and inclusion applied in our daily work and interactions.
Scale of impact. Our work changes the world. With 180k+ learners, faculty, researchers and staff, working with UTO means you have the capacity to improve many lives and entire communities.
World-class, low cost education. Our professional development is built in! UTO encourages staff to seek additional certificates and degrees via ASU’s top ranked programs with major tuition breaks.
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 Police Department 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 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.
To apply please go to www.asu.edu/asujobs/ see Req Id# 82730BR
Company Name: Arizona State University
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 80,000 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.