Executive Administrative Support Specialist

Job Profile:
Administrative Support Specialist 1

Job Family:
Administrative Support

Time Type:
Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:
Associate's degree and one (1) year of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Provides routine administrative and programmatic support to leadership .

Job Description:

Coordinates multiple tasks simultaneously and autonomously which includes business affairs, personnel matters, managing budgets and proactively managing a wide range of projects and initiatives. Performs complex administrative duties of a responsible, sensitive and confidential nature requiring considerable independence of action in support of the the General Manager at Arizona PBS.

Position Salary Range:

- $55,000 - $70,000 per year; DOE

Essential Duties:

- 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.
- Manages and controls expenditures within unit budgets; determines funding source to charge; analyzes financial feasibility of and approves new programs or plans and funding sources; prepares special and operating budgets.
- Works with the executive 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.
- Generates reports from informational systems and other databases.
- May supervise and coordinate the activities of subordinates.
- 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.

Desired Qualifications:

- Knowledge of administrative principles and practices.
- Knowledge of handling confidential, proprietary and privileged documents and information.
- Knowledge of University policies and procedures.
- Knowledge of accounting and budgeting procedures and techniques.
- Knowledge of supervisory practices and principles.
- Skill in planning, analyzing and coordinating activities and establishing priorities.
- Skill in clear and effective communication.
- Skill in dealing with a wide range of topics, including confidential and sensitive information.
- Skill in tact and diplomacy and in maintaining effective working relationships.
- Skill in problem solving and decision making; evidence of organizational skills and flexibility; problem solving and proactively anticipating requirements and potential problems.
- Ability to manage multiple high-priority activities requiring considerable coordination and follow through to meet requirements.
- Ability to maintain an executive presence, maturity and use sound judgment.

Working Environment:

- Requires ability to use phone and electronic equipment
- 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
- Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds
- Hybrid-eligible consistent with department practice; on-site presence required for team meetings, and events.

Department Statement:

A community service of Arizona State University and an affiliate of ASU Media Enterprise, Arizona PBS is one of the nation’s leading public media organizations, reaching viewers across five broadcast channels and an array of digital platforms.

Driving Requirement:
Driving is not required for this position.

Location:
Campus: Downtown Phoenix

Funding:
No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub .

To be considered, your application must include all of the following attachments:

- Cover letter
- Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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 inclusive excellence, 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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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’s comprehensive benefits package is a key part of your total compensation. Visit the ASU   Compensation Estimator

Employment Verification Statement:

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.