Edtech.com's Summary

Arizona State University is hiring an Executive Administrative Support Specialist. The role involves administering comprehensive support services and managing multiple high-level administrative tasks including personnel actions, faculty recruitment, and coordinating events for the School of Biological and Health Systems Engineering. The specialist independently manages projects, facilitates communication among university units and external partners, and ensures adherence to university policies and procedures.

Highlights

Manage faculty academic personnel actions such as leaves, appointments, and evaluations within SBHSE.
Oversee the faculty recruitment process including advertising and interview coordination.
Administer faculty recognition, tracking, and annual review processes.
Manage academic appointments and faculty data using university platforms like Workday and Interfolio.
Coordinate the Director's office activities including calendar management and travel arrangements.
Plan and execute large school meetings, workshops, and special events.
Evaluate performance of assigned staff aligned with unit and university goals.
Require knowledge of travel authorizations and use of Concur for reimbursements.
Qualifications include a bachelor's degree, five years of relevant experience, and proficiency with MS Office applications.
Experience in higher education administration and familiarity with university personnel policies is essential.

Executive Administrative Support Specialist Full Description

Job Profile:Administrative Support Specialist 3

Job Family:Administrative Support

Time Type:Full time

Max Pay - Depends on experience:$72,400.00 USD Annual

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

Minimum Qualifications:
Bachelor's degree and five (5) years 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 complex administrative and programmatic support to leadership.

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 varied population and 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.

Position Salary Range: $57,900- $72,400 per year; DOE

Essential Duties:

Management of faculty academic personnel actions within SBHSE through the various university platforms. Includes but is not limited to faculty leaves management (leave of absence, retirement, resignation, emeritus status, tenure clock extensions), processing, adjunct and affiliate faculty appointments, and notice of consulting requests.
Management of ASU Search Directory for unit faculty and staff
Management of Academic Appointments in Workday
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.

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
Demonstrated 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 verbal and written communication skills
Experience with supervision
Experience using MS Office applications (i.e., Excel, PowerPoint, Word, Outlook)

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.

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.

Department Statement:

At the Ira A. Fulton Schools of Engineering, we are delivering a world-class learning experience for our students and advancing research and innovation — all at scale. The Fulton Schools research enterprise leads use-inspired research and key national initiatives, including the Southwest Advanced Prototyping Hub, accelerating microelectronics and workforce development for the Department of Defense. We also lead the Electrified Processes for Industry Without Carbon Clean Energy Manufacturing Institute, supported by the Department of Energy, aiming to reduce carbon emissions and strengthen manufacturing. As the lead institution for the Center for Accelerating Operational Efficiency, we enhance homeland security operations through advanced tools and technologies. Additionally, we lead an NSF Engineering Research Center developing sustainable civil infrastructure and partner with another ERC advancing clean water technology.

The Fulton Schools hosts numerous research centers that leverage faculty expertise to drive engineering innovation and entrepreneurship across four interdisciplinary impact areas: Climate Technology Solutions, Competitive Manufacturing in an Advanced Economy, National and Economic Security, and Technology-Enhanced Health and Medicine. Our faculty are achieving excellence at scale, positioning the Fulton Schools among the nation's top engineering colleges for invention disclosures, U.S. patents, and startups.

We are an engineering school on the rise at the nation's most innovative university, situated in the heart of its fastest-growing metropolitan area. The breadth of our faculty's research interests and interdisciplinary approach, along with over 50 graduate and 27 undergraduate degree programs, creates a strong foundation for collaboration and the advancement of ideas that contribute to a more sustainable and livable global future.

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.

Driving Requirement:Driving is not required for this position.

Location:Campus: Tempe

Funding:No Federal Funding

Instructions to Apply:

Current Employees and Students should apply directly within Workdayusing the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$14508.htmld

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

Cover letter
Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

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. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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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.

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.

Original Job Description