Arizona State University
Exec Administrative Support Sp
Arizona State University, Tempe, Arizona, us, 85285
Job Description
The School of Biological and Health Systems Engineering (SBHSE) in the Ira A. Fulton Schools of Engineering is searching for an Executive Administrative Support Specialist that would perform work of considerable responsibility in administering services and support to the Director, faculty, staff and other units of the University and outside constituencies. The scale of our faculty research interests, and interdisciplinary mindset provide the foundation and collaborative possibilities to advance new ideas. Join us.
The successful candidate must be skilled in maintaining effective working relationships among a diverse population and skilled in handling confidential and sensitive information. They would be expected to develop a deep knowledge of academic and university policies and procedures with the ability to identify and implement best practices.
The Executive Administrative Support Specialist coordinates multiple higher-level tasks simultaneously and independently, including business affairs, personnel matters (such as Faculty and Academic Professional personnel actions and faculty recruitment), and proactively manages a wide range of projects and initiatives with support from various personnel.
The position serves as a liaison between the director, faculty, staff, students, alumni, other ASU units, external organizations and visitors on issues that may impact the School and its leadership.
Working Environment
Activities are performed in an environmentally controlled office setting.Subject to extended periods of sitting, keyboarding and manipulating a computer mouse.Required to stand for varying lengths of time and walk moderate distances to perform work.Occasional bending, reaching, lifting, pushing and pulling up to 25 pounds.Regular activities require the ability to quickly change priorities.Clearly communicate to perform essential duties.Ability to work independently or within a complex structured team.Exercises judgment within generally defined practices and policies in selecting methods and techniques of obtaining solutions.Flexible Work Options
ASU is a diverse enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation, and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.
SBHSE supports a hybrid work arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location, subject to review and approvals per ASU policy.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.
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.
Department Statement
The Ira A. Fulton Schools of Engineering is the largest producer of engineering and technical talent in the nation and seeks to deliver a world-class learning experience for our students and to advance research and innovation - all at scale. We value and emphasize inherently interdisciplinary endeavors that leverage the breadth and depth of expertise among our outstanding faculty and have built a unique place for large-scale innovation characterized by foundational excellence and translational impacts. We are an engineering school on the rise at the most innovative university in the country and in the heart of the nation's fifth largest metropolitan area. The scale of our faculty research interests and interdisciplinary mindset, combined with more than 48 graduate degree programs and 25 undergraduate degree programs, provide the foundation for knowledge generation and collaborative opportunities to advance new ideas.
The Fulton Schools of Engineering, located across ASU's Tempe and Polytechnic campuses, is comprised of seven schools based on academic programs and research areas. Fulton Engineering has a nationally recognized faculty that conducts research, instructs and mentors students, provides service to engineering, computing and technology professions and creates lasting impacts across local and global communities.
The Fulton Schools of Engineering follows a framework of values designed to distinguish our practice and guide daily decisions in our academic, research, corporate engagement and entrepreneurial endeavors. These values influence how we recognize, reward and communicate our achievements. At the Fulton Schools of Engineering, we:
Cultivate excellence.Deliver innovation that matters.Encourage bold thinking.Foster a community of learning and collaboration.Build a foundation for all to be successful.Working at ASU has outstanding benefits that include: health, dental and vision insurance plans; ASU/UA/NAU tuition reduction for the employee and qualified family members; life insurance and disability programs; sick leave and holidays; state and optional retirement plans; access to ASU recreation and cultural activities, and more. To estimate the value of your total compensation, please visit https://cfo.asu.edu/compensation-estimator.
Desired Qualifications
Experience in calendar scheduling and travel arrangements for an administrator, preferably in a higher education environment.Experience with faculty personnel actions (promotion and tenure, expedited reviews, probationary reviews, post-tenure reviews, promotion process for fixed term, instruction and research faculty, sabbatical leaves).Experience with faculty recruitment process.Experience working in higher education and knowledge of University policies and procedures with emphasis on academic personnel.Experience with using Interfolio products and implementation (Faculty Search, Faculty180 [ASU Vita] and Review, Promotion & Tenure).Experience providing operational support/managing an office in a higher education environment.Demonstrated knowledge of travel authorizations and reimbursement processes and systems, i.e., Concur.Experience in multi-tasking in a team environment.Experience working effectively in an environment subject to tight deadlines and rapidly changing priorities.Experience handling logistical responsibilities, such as scheduling meetings and event planning.Evidence of effective communication skills.Experience with supervision.Experience using MS Office applications (i.e., Excel, PowerPoint, Word, Outlook, PowerBI).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 ReportIn 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.
Essential Duties
Management of faculty academic personnel actions within SBHSE through the various university platforms. Includes faculty promotion and tenure, sabbatical reviews, evaluation of probationary faculty and academic professionals, review of multi-year appointments, evaluation of conditional contracts, and requests for emeritus, adjunct, and affiliate faculty status.Responsible for faculty recognition and tracking.Management of faculty annual review and evaluation process. Compiles, prepares and analyzes data for annual merit review of faculty and annual faculty evaluations.Management of faculty recruitment process. Assists director with recruitment advertising, monitors search committee progress, communication strategy, and manages faculty interviews.Management of Interfolio products and unit implementation (including: Faculty Search, Faculty180 [ASU Vita] and Review, Promotion & Tenure).Management of the office of the director including the School Director's calendar.Coordinates and processes travel arrangements for the Director.Coordinates special events for the unit.Coordinates, in conjunction with appropriate planning committees, large School meetings, workshops and events of a complex, multi-faceted nature, being responsible for all logistical planning, communications with service providers, travel arrangements for speakers/presenters and payment/reimbursement processing.Evaluate performance of assigned staff in conjunction with established unit, and university goals and objectives.Performs special assignments and projects as instructed by Director.
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.
The School of Biological and Health Systems Engineering (SBHSE) in the Ira A. Fulton Schools of Engineering is searching for an Executive Administrative Support Specialist that would perform work of considerable responsibility in administering services and support to the Director, faculty, staff and other units of the University and outside constituencies. The scale of our faculty research interests, and interdisciplinary mindset provide the foundation and collaborative possibilities to advance new ideas. Join us.
The successful candidate must be skilled in maintaining effective working relationships among a diverse population and skilled in handling confidential and sensitive information. They would be expected to develop a deep knowledge of academic and university policies and procedures with the ability to identify and implement best practices.
The Executive Administrative Support Specialist coordinates multiple higher-level tasks simultaneously and independently, including business affairs, personnel matters (such as Faculty and Academic Professional personnel actions and faculty recruitment), and proactively manages a wide range of projects and initiatives with support from various personnel.
The position serves as a liaison between the director, faculty, staff, students, alumni, other ASU units, external organizations and visitors on issues that may impact the School and its leadership.
Working Environment
Activities are performed in an environmentally controlled office setting.Subject to extended periods of sitting, keyboarding and manipulating a computer mouse.Required to stand for varying lengths of time and walk moderate distances to perform work.Occasional bending, reaching, lifting, pushing and pulling up to 25 pounds.Regular activities require the ability to quickly change priorities.Clearly communicate to perform essential duties.Ability to work independently or within a complex structured team.Exercises judgment within generally defined practices and policies in selecting methods and techniques of obtaining solutions.Flexible Work Options
ASU is a diverse enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation, and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.
SBHSE supports a hybrid work arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location, subject to review and approvals per ASU policy.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.
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.
Department Statement
The Ira A. Fulton Schools of Engineering is the largest producer of engineering and technical talent in the nation and seeks to deliver a world-class learning experience for our students and to advance research and innovation - all at scale. We value and emphasize inherently interdisciplinary endeavors that leverage the breadth and depth of expertise among our outstanding faculty and have built a unique place for large-scale innovation characterized by foundational excellence and translational impacts. We are an engineering school on the rise at the most innovative university in the country and in the heart of the nation's fifth largest metropolitan area. The scale of our faculty research interests and interdisciplinary mindset, combined with more than 48 graduate degree programs and 25 undergraduate degree programs, provide the foundation for knowledge generation and collaborative opportunities to advance new ideas.
The Fulton Schools of Engineering, located across ASU's Tempe and Polytechnic campuses, is comprised of seven schools based on academic programs and research areas. Fulton Engineering has a nationally recognized faculty that conducts research, instructs and mentors students, provides service to engineering, computing and technology professions and creates lasting impacts across local and global communities.
The Fulton Schools of Engineering follows a framework of values designed to distinguish our practice and guide daily decisions in our academic, research, corporate engagement and entrepreneurial endeavors. These values influence how we recognize, reward and communicate our achievements. At the Fulton Schools of Engineering, we:
Cultivate excellence.Deliver innovation that matters.Encourage bold thinking.Foster a community of learning and collaboration.Build a foundation for all to be successful.Working at ASU has outstanding benefits that include: health, dental and vision insurance plans; ASU/UA/NAU tuition reduction for the employee and qualified family members; life insurance and disability programs; sick leave and holidays; state and optional retirement plans; access to ASU recreation and cultural activities, and more. To estimate the value of your total compensation, please visit https://cfo.asu.edu/compensation-estimator.
Desired Qualifications
Experience in calendar scheduling and travel arrangements for an administrator, preferably in a higher education environment.Experience with faculty personnel actions (promotion and tenure, expedited reviews, probationary reviews, post-tenure reviews, promotion process for fixed term, instruction and research faculty, sabbatical leaves).Experience with faculty recruitment process.Experience working in higher education and knowledge of University policies and procedures with emphasis on academic personnel.Experience with using Interfolio products and implementation (Faculty Search, Faculty180 [ASU Vita] and Review, Promotion & Tenure).Experience providing operational support/managing an office in a higher education environment.Demonstrated knowledge of travel authorizations and reimbursement processes and systems, i.e., Concur.Experience in multi-tasking in a team environment.Experience working effectively in an environment subject to tight deadlines and rapidly changing priorities.Experience handling logistical responsibilities, such as scheduling meetings and event planning.Evidence of effective communication skills.Experience with supervision.Experience using MS Office applications (i.e., Excel, PowerPoint, Word, Outlook, PowerBI).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 ReportIn 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.
Essential Duties
Management of faculty academic personnel actions within SBHSE through the various university platforms. Includes faculty promotion and tenure, sabbatical reviews, evaluation of probationary faculty and academic professionals, review of multi-year appointments, evaluation of conditional contracts, and requests for emeritus, adjunct, and affiliate faculty status.Responsible for faculty recognition and tracking.Management of faculty annual review and evaluation process. Compiles, prepares and analyzes data for annual merit review of faculty and annual faculty evaluations.Management of faculty recruitment process. Assists director with recruitment advertising, monitors search committee progress, communication strategy, and manages faculty interviews.Management of Interfolio products and unit implementation (including: Faculty Search, Faculty180 [ASU Vita] and Review, Promotion & Tenure).Management of the office of the director including the School Director's calendar.Coordinates and processes travel arrangements for the Director.Coordinates special events for the unit.Coordinates, in conjunction with appropriate planning committees, large School meetings, workshops and events of a complex, multi-faceted nature, being responsible for all logistical planning, communications with service providers, travel arrangements for speakers/presenters and payment/reimbursement processing.Evaluate performance of assigned staff in conjunction with established unit, and university goals and objectives.Performs special assignments and projects as instructed by Director.
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.