Administrative Associate, Executive IT and CHiR Operations

Job Profile:
Administrative Support Assistant 3 Non-Exempt

Job Family:
Administrative Support

Time Type:
Full time

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

Minimum Qualifications:
High School Diploma and three years (3) 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 complex administrative support to a department or group of professionals in support of department goals.

Job Description:

The College of Health Solutions (CHS) seeks a highly organized administrative professional to support the Executive IT Director and the Executive Director of the Center for Health Information and Research (CHiR). This position organizes daily operations, coordinates requests, business functions or operations, and research administration tasks, maintains accurate records, and helps both areas complete their work efficiently. Working independently under general direction, the Administrative Associate handles routine and nonroutine administrative matters by applying university guidelines, exercising sound judgment, and protecting sensitive information. The successful candidate will demonstrate attention to detail, a service-oriented approach, and the ability to learn new systems and identify practical ways to improve administrative processes.

Position Salary Range: $23.37-$26.44 per hour; DOE

Essential Duties:

Executive IT Director Support (50%)

- Manage the Executive IT Director’s calendar, schedule appointments, coordinate priorities and deadlines, and organize information needed for timely follow-through.
- Coordinate IT team meetings, events, and project administrative tasks; prepare agendas and materials, document decisions, and track action items through completion.
- Process purchase requests for technology, software, equipment, supplies, and services; enter and verify invoice information and reconcile expenses in accordance with university and college procedures.
- Maintain records, spreadsheets, shared files, and routine reports; enter and verify information in administrative systems, monitor deadlines, and safeguard confidential or sensitive information.
- Update intranet content and shared resources; draft routine correspondence, respond to inquiries, and coordinate with university offices, vendors, and other partners to complete requests.
- Identify administrative needs, investigate routine operational issues, and recommend practical process improvements; learn and apply new tools and procedures as technology team needs change.

Executive Director of the Center for Health Information and Research (CHiR) Center Support (50%)

- Provide day-to-day administrative support to CHiR leadership, faculty, staff, students, and projects, including calendar coordination, meeting scheduling, correspondence, records management, and office operations.
- Coordinate meetings, conferences, training sessions, and special events; arrange logistics, prepare materials, record decisions, and monitor action items and deadlines.
- Coordinate travel and itineraries; prepare travel requests, reimbursements, and expense reconciliations; process purchases; and reconcile accounts for supplies, equipment, software, textbooks, and catering in accordance with university requirements.
- Support administrative steps for recruitment, position changes, onboarding, and departures; initiate or route required forms, and maintain onboarding materials and the unit’s training resources
- Learn and use university applications, including PeopleSoft, Workday, Canvas, and Electronic Research Administration, to retrieve information and prepare routine reports for the supervisor and unit staff; training and guidance will be provided as needed.
- Assist with the administrative preparation of grant proposals, reports, manuscripts, and presentations, including document formatting, reference management, and maintenance of standard supporting materials.
- Maintain department databases, spreadsheets, electronic files, and routine reports; use applicable university systems to retrieve or enter information and respond to requests while observing HIPAA, HITECH, FERPA, and other privacy requirements as relevant.
- Serve as an administrative liaison with college and university offices and external partners; respond to inquiries, explain established procedures, route complex matters appropriately, and follow requests through resolution.
- Perform other administrative duties consistent with the position’s classification and operational needs.

Desired Qualifications:

- Bachelor’s degree in Business or in a field pertinent to work unit and one (1) year of directly related administrative experience; OR any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.

Working Environment:

- Use basic math
- Activities are performed in an environmentally controlled office setting
- Ability to clearly communicate verbally, read, write, see and hear
- Use office equipment, i.e. printers, copiers, fax machines, telephones, calculator

- Use of software/computer equipment for extended periods of time
- Use critical thinking to make decisions and/or analyze and report data/results of tests conducted
- Ability to lift and transport 25 pounds
- Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds

Department Statement:

The College of Health Solutions (CHS) is dedicated to translating scientific advances into practical interventions to improve health outcomes through education, research and service. We equip students with the knowledge and skills to influence healthier lifestyle choices; develop creative interventions to improve the health of people and populations; analyze and translate large amounts of health data into solutions; and maximize the technology, science, business and application of diagnostics. CHS research programs encompass basic, discovery science, clinical trials, intervention science and measurement of health outcomes. CHS takes an interdisciplinary approach to address the complex systems that underpin health problems. The college is highly collaborative, transparent and team-oriented with an organizational structure that includes translational teams, affinity networks and academic programs to improve the health of people and communities.

The current training programs include behavioral health, biomedical diagnostics, biomedical informatics, exercise science, health promotion, health sciences, kinesiology, medical studies, nutrition, population health, science of health care delivery, and speech and hearing science. Our programs are offered at ASU’s Downtown Phoenix, Tempe, Polytechnic, West and Lake Havasu campuses, as well as on Mayo Clinic’s campus in north Phoenix.

For more information about ASU and the College of Health Solutions, visit https://www.asu.edu/about/ and https://chs.asu.edu/

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.