Program Coordinator Sr. – Capital Programs Management Group at Arizona State University

Arizona State University
Program Coordinator Sr. – Capital Programs Management Group
FDM Capital Prgm Mgmt Group
Campus: Tempe
101677BR

Job Description
The Senior Program Coordinator serves as a pivotal support role for the Capital Planning Services facilitating a range of essential functions to ensure the efficient operation and organization of the department. This role involves responsibilities for various vital systems in areas such as Analytics, eSignature, and other data systems to support day-to-day operations related to capital projects, as well as operations of the department.

Looking for an employer that offers you solid growth opportunities, as well as an inclusive culture and work/life balance? ASU offers the following employee benefits to enhance the total compensation of its staff:

• Flexible work schedules
• 22 days of vacation leave, 12 days of sick leave and 10 paid holidays annually for all staff
• World-class educational opportunities at deeply discounted rates for employees and eligible family members through its employee tuition reduction program. For more information visit  https://cfo.asu.edu/reduced-tuition
• 12 weeks of paid parental leave following the birth or adoption of a child
• Comprehensive and very affordable benefits package including dental, vision, and life insurance benefits. More information available at  https://cfo.asu.edu/benefits
• Retirement program designed to promote long-term savings and provide income upon retirement which includes Arizona State Retirement System (ASRS)
• Paid time for volunteer and professional development
• Wellness program for preventative health education and screenings
• Disability and leave program for income protection
• Free and confidential Employee Assistance services, helping to manage personal difficulties or life challenges
• ASU Discounts to sports/events along with discounts with ASU partnerships

Salary Range
$51,500 - $56,500 per year, commensurate of experience and education. ASU offers a comprehensive benefits package with the State of Arizona.

Close Date
07-June-2024

Essential Duties

• Manage and administer department systems such as data reporting and eSignature tools (e.g. ASU Analytics, Adobe Sign, Dropbox, Smartsheet); can include tasks related to using data tools and managing users.
• Improve processes by updating or creating new Workflows within Adobe Sign or Smartsheet.
• Maintain and catalog data reports and access ASU Analytics sites related to capital projects.
• Serve as the support for coordinating all IT and data needs for the department, ensuring seamless technological operations.
• Keep department and team organizational charts up to date, reflecting the current organizational structure.
• Conduct staff onboarding and offboarding allowed access.
• Take responsibility for managing the agenda and scheduling for department staff meetings, fostering efficient collaboration and information sharing.
• Chair committees responsible for planning department-sponsored events, ensuring successful execution.
• Use ability to clearly communicate to perform essential functions.

Other Duties

• Maintain and update document-tracking system using an internal database.
• Create and update record keeping systems, databases, and spreadsheets. 
• Assist with various capital reporting.
• Prepare, and keep current, departmental desktop manuals. 
• Proof various written communications and create computer presentations.
• Work independently and manage time to increase effectiveness, including making judgements as to priorities.
• Handle multiple high priority activities requiring considerable coordination and follow through to meet requirements.
• Provide Intern support.
• Back up other team members as needed to ensure continual efficient operations of the department are met.

DAYS AND SCHEDULE: Monday – Friday, 8:00 am – 5:00 pm

Minimum Qualifications
Bachelor's degree in a field appropriate to the area of assignment AND four years administrative/coordinate program experience; OR, Master's degree in field appropriate to area of assignment AND two years administrative/coordinate program experience; OR, Eight years of progressively responsible administrative/coordinate program experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications
Experience in:

• Managing or administering data systems or applications such as ASU Analytics, Tableau Server, Smartsheet, Adobe Sign, DocuSign, Dropbox, or any other information system.
• Coordinate and maintain system access for shared drives and other reporting applications.
• Composing professional correspondence and reports.
• Handling multiple high priority activities requiring considerable coordination and follow through to meet requirements.
• Demonstrating a high level of accuracy and attention to detail.
• Using computer software; specifically with Microsoft Office applications (e.g. Word, Excel, PowerPoint, Outlook) and Google Workspace suite (e.g. Docs, Sheets, Drive, Forms)

Evidence of effective communication skills

Working Environment

• Activities are primarily performed in a regular, climate-controlled office setting subject to extended period of standing/sitting for varying lengths of time and travel moderate distances to perform work.
• Must have the ability to coordinate multiple tasks simultaneously and autonomously with a dynamic team of professionals. 
• Exercises judgement within generally designed practices and policies in selecting methods and techniques for obtaining solutions. 
• 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.
• Visual acuity and manual dexterity associated with daily use of desktop computer; bending, stooping, reaching and lifting up to 20 pounds.
• Communicate to perform essential functions of the job. 
• Work both independently or within a complex structured team.
• Regular review of completed tasks. Will drive University vehicle

Department Statement
ASU Facilities Development and Management (FDM) maintains and services all university-owned property, and develops and constructs innovative and sustainable facilities. FDM’s vision is to contribute to and guarantee the success of the university’s mission by creating and caring for the ASU campus and environment. We provide quality customer service, effectively steward our resources, and meet the needs of the university through creative and collaborative efforts.

Facilities Development and Management at ASU employment requires current eligibility to legally work in the United States. Facilities Development and Management will not be a sponsor for this position.

This position is located at the University Services Building, 1551 S. Rural Road, Tempe, AZ (on Rural Road south of Apache Blvd).

This position is dependent on the continuation of funding from a specific source other than general operating funds. As such, this appointment may terminate when the funding is no longer available.

This position requires that you must possess a valid Arizona driver's license (minimum of Class D) upon employment and maintain throughout employment. Post-offer of employment, selected candidate must possess an acceptable driving record which is 5 or fewer points in the most recent 39 month period from date of hire.

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.

Work reference history information for 3 current and/or former supervisors will be requested at time of interview.  

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.

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