Edtech.com's Summary

Arizona State University is hiring an Executive Administrative Support Specialist for the College of Integrative Sciences and Arts (CISA) at the ASU Polytechnic campus. The role requires administering services and support related to academic personnel actions, faculty searches, school meetings, and project coordination across three schools, while acting as a liaison among various university stakeholders. The specialist will manage complex tasks with initiative and independent judgment, ensuring adherence to university policies.

Highlights

Coordinate and monitor faculty personnel actions including promotion, tenure, sabbaticals, evaluations, and contract renewals.
Support faculty recruitment processes and provide administrative assistance to search committees, including managing candidate itineraries and interviews.
Manage school director's calendar, meetings, travel logistics, and expense reports using systems like Concur.
Maintain official academic personnel records, ensuring compliance with university policies.
Respond to faculty inquiries about academic personnel policies and serve as liaison for school bylaws and procedures.
Compose correspondence independently on diverse and sensitive subjects requiring discretion and judgment.
Required qualifications: Associate's degree and at least one year of relevant experience or equivalent combination of education and training.
Proficiency in Microsoft Office Suite, data analysis tools, and travel/expense management software (e.g., Concur).
Strong knowledge of university policies, academic personnel processes, and handling confidential information.
Salary range: $65,000 to $68,000 per year, depending on experience, with comprehensive benefits including tuition waivers, wellness programs, and retirement plans.

Executive Administrative Support Specialist Full Description

Job Profile:Administrative Support Specialist 1

Job Family:Administrative Support

Time Type:Full time

Max Pay - Depends on experience:$68,000.00 USD Annual

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 Description:

Position Salary Range:

$65,000 to $68,000 per year; DOE

The College of Integrative Sciences and Arts (CISA) seeks a highly motivated and enthusiastic Executive Administrative Support Specialist (EASS) to join our team at the ASU Polytechnic campus. In this role, you will perform work of considerable responsibility in administering services and support to the college, schools, faculty, staff and other units of the University and outside constituencies requiring initiative and independent judgment. You will be part of and have the support of a centralized team to support academic personnel responsibilities across three schools.

The successful candidate must be skilled in maintaining effective working relationships and skilled in handling confidential and sensitive information. They must have a deep knowledge of academic and university policies and procedures with the ability to identify and implement best practices.

As an EASS in CISA, you will coordinate high level multiple tasks simultaneously and autonomously including, but not limited to, business affairs, personnel matters such as providing support for academic personnel actions, faculty searches, school meetings, maintaining official academic personnel records, managing school director calendars, coordinating director meetings and transcribing meeting notes, including tracking and follow-up on next steps and to dos, and proactively managing a wide range of projects and initiatives to support the schools. In this role, you will serve as a liaison between the schools, college, director, faculty, other ASU units, faculty candidates and external organizations and will have contact with high-level administrators requiring use of business vocabulary, tact, discretion and judgment.

Arizona State University offers a comprehensive benefits package to enhance your total compensation. This package includes flexible work schedules, low-cost health and life benefits, a wellness program for preventative health education and screenings, tuition waiver for benefits-eligible staff members, as well as tuition reduction for their spouses and dependents, a disability and leaves program for income protection, employee assistance for free and confidential behavioral health services, volunteer and professional development release time, disability resources and retirement program designed to promote long-term savings and provide income upon retirement.

Essential Duties:

Coordinate, review, initiate, and monitor school faculty personnel actions including, but not limited to, promotion and tenure, sabbaticals, evaluation of probationary faculty, multi-year contract renewals, notice of appointments and annual evaluations.
Assist with retirement, resignation and emeritus requests for tenure-track and career-track faculty.
Support and monitor faculty annual review and evaluation process.
Work as part of the central support EASS team to provide support for all three schools in academic personnel.
Compile, prepare and analyze academic personnel data for special/recurring reports containing sensitive information.
Facilitate, organize, and monitor faculty recruitment process. Provide administrative support to search committees (recruitment advertising, monitors search committee progress, communication strategy and manages faculty candidate itineraries and interviews).
Initiate and monitor Interfolio actions (Faculty Search, ASU Vita and Review, Promotion & Tenure).
Manage school director travel (logistics to include: airfare, hotel, registration, Concur request and expense reports, etc.)
Coordinate travel and reimbursement for faculty candidates.
Coordinate faculty meetings and take meeting minutes, prepare notices, agendas and supporting documentation and maintain related materials (responsible for all logistical planning and communication).
Manage school director calendar (schedule meetings)
Coordinate large School faculty meetings of a complex, multifaceted nature, being responsible for all logistical planning and communication.
Develop and maintain academic personnel records, review documents for completeness and compliance with established University practices and policies.
Respond to faculty inquiries related to academic personnel by providing information requiring comprehensive knowledge of university policies and procedures and interprets administrative decisions and policies.
Serve as liaison between the school and college regarding School Bylaws and Policies and Procedures.
May serve as back-up for Dean calendaring in support of Executive Assistant to the Dean.
Maintain school employee iSearch profiles and web directory.
Independently compose correspondence on a variety of subjects requiring judgment, originality, and knowledge of issues involved.
Adjust priorities when necessary to accomplish activities.
Clearly communicate to perform essential functions.
Perform other duties as assigned by the Manager to support academic personnel actions of the schools.

Desired Qualifications:

Comprehensive knowledge of university policies, procedures, and academic personnel processes, including P&T and evaluations.
Proven ability to manage complex calendars, high-level meetings, and multiple priority projects requiring coordination and follow-through.
Strong organizational skills, attention to detail, proactive problem-solving, and follow through to anticipate and resolve issues effectively.
Demonstrated ability to maintain effective working relationships and communicate with poise, diplomacy, and professionalism at all levels.
Skilled in written and verbal communication, including copy editing and research in academic or higher education settings.
Proficient in Microsoft Office Suite, data and analytics tools, and systems such as Concur for travel and expense management.
Experience in dealing with a wide range of topics, including confidential and sensitive information.

Working Environment:

Days and Schedule: Monday - Friday 8:00a.m. - 5:00p.m., evenings and weekends may occasionally be required.
Ability to clearly communicate verbally, read, write, see and hear to perform essential functions; Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, and associated computer/technology peripherals.
Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%).
Frequent bending, reaching, lifting, pushing, pulling, and carrying objects up to 25 pounds (5%).
Hybrid work is an option for CISA employees. Hybrid arrangements allow employees to spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or Provost level approval is required.
Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.

Department Statement:

ASU's College of Integrative Sciences and Arts (CISA) seeks candidates who are passionate about connecting academic learning with real-world outcomes and fostering student engagement. As part of CISA, your expertise will contribute to a college culture grounded in service, purpose, and practical impact.

CISA is a leader in applied and career-connected learning, with continuous innovation in teaching, curriculum development and AI integration. CISA has more than 9,000 students at all levels, 84 programs and 361 faculty members. We build degree programs and pathways that are flexible and relevant, providing opportunities for students to discover their passion, develop lifelong transferable skills and enjoy employment success. CISA is committed to ASU's Charter of inclusive excellence, access and impact, where all faculty, staff, and students can thrive.

Arizona State University, ranked the No. 1 "Most Innovative School" in the nation by U.S. News & World Report for 10 years in succession, has forged the model for a New American University by operating on the principles that learning is a personal and original journey for each student; that they thrive on experience and that the process of discovery cannot be bound by traditional academic disciplines. Through innovation and a commitment to accessibility, ASU has drawn pioneering researchers to its faculty even as it expands opportunities for qualified students.

ASU is ranked in Newsweek's America's Greatest Workplaces and Forbes America's Best Employers for Women, and touts a Healthy Arizona Worksites Platinum Award.

To learn more about ASU and the College of Integrative Sciences and Arts visithttp://about.asu.edu/ and http://cisa.asu.edu.

Driving Requirement:Driving is not required for this position.

Location:Campus: Polytechnic

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$14376.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