Administrative Assistant at Arizona State University

Arizona State University
Administrative Assistant
Sch Engr Matter Trnsprt Energy
Campus: Tempe
101796BR

Job Description
The School for Engineering of Matter, Transport and Energy (SEMTE) in the Ira A. Fulton Schools of Engineering is seeking to fill the position of Administrative Assistant. Under general supervision; this position will manage the SEMTE graduate seminar series, event coordination, provide administrative support to select faculty members, and provide administrative support for Human Resources within the department. The successful candidate must be skilled in maintaining effective working relationships among a diverse population, able to provide excellent customer service, skilled in handling confidential and sensitive information, and work effectively in an administrative experience environment subject to quickly changing priorities.

Salary Range
$20.00 - $25.00 per hour; DOE

Close Date
14-June-2024

Essential Duties

• Coordinates graduate seminars for Mechanical and Aerospace Engineering (MAE) program, Chemical Engineering (CHE) program, Biological Design (BDI) program and Materials Science Engineering (MSE) program, including creating and maintaining calendar of seminars, contacts seminar speakers to arrange travel, creates and distributes seminar flyers, coordinates schedule for seminar visit, tracks attendance at seminar for students enrolled in seminar class, assists day of the event, collects receipts for reimbursement of seminar speaker and professors hosting meals, and processes invoices associated with seminars including hotel and catering bills.
• Coordinates school events including communication with staff and/or faculty on event needs, reserves locations, decides on catering and sends out relevant communication and reminders and provides assistance the day of event as needed.
• Arranges travel, submits travel requests and expenses reports for assigned faculty members; arranges meetings, takes minutes and provides other administrative support as needed.
• Composes replies to correspondence on own initiative, interpreting and explaining established policies and procedures in response to inquiries from a variety of sources.
• Coordinates and enters purchasing and reimbursement transactions utilizing various purchasing methods (purchasing card and Workday/Sunrise)
• Assist members of business/HR team with various tasks as needed.
• Other duties as assigned.

Minimum Qualifications
Four (4) years secretarial/administrative experience; OR, Certificate in Secretarial Science AND three (3) years of secretarial/administrative experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience working in a higher education environment.
• Experience providing administrative assistance including travel and meeting arrangements.
• Event planning experience.
• Demonstrated knowledge with ASU financial policies regarding travel, reimbursements, meals, etc.
• Experience in a high work volume environment managing multiple tasks and priorities.
• Experience in record keeping and ensuring adherence with policies, practices, and regulations.
• Experience working effectively and collaboratively with others including faculty, staff and students.
• Experience using Microsoft Office & other applications (i.e., Excel, PowerPoint, Word, Outlook, PeopleSoft & Workday).
• Experience in a customer service focused position.
• Evidence of effective communication skills.

Working Environment

• Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting.
• Use of office equipment including a desktop computer.
• Ability to lift up to 20 pounds.
• Effective communication skills are needed to perform essential duties.
• Work from general instructions on standard job duties and specific directions/instructions on new assignments.

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 .

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 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.

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.

To view full description or to apply please click this link:
https://sjobs.brassring.com/TGnewUI/Search/Home/Home?partnerid=25620&siteid=5494#jobDetails=4948808_5494