Office and Communications Coordinator

Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay - Depends on experience:

$55,000.00 USD Annual

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

Minimum Qualifications:

Bachelor's degree and three (3) 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:
Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

Position Salary Range:

• $52,000 - $55,000 annually; DOE

The Office of the Executive Vice President, Treasurer and Chief Financial Officer at Arizona State University is seeking a highly organized and proactive Office and Communications Coordinator to support a fast-paced, executive-level environment.

This role serves as a central coordination point for the CFO office, combining front desk responsibilities with office operations, leadership support and communications execution.

This position is ideal for someone who thrives in a highly visible, dynamic setting and enjoys balancing structured operational responsibilities with flexible, project-based work. The role requires strong attention to detail, sound judgment and the ability to manage multiple priorities while maintaining a high standard of professionalism.

The ideal candidate will bring a strong foundation in administrative operations and demonstrated strength in written communication and document preparation. The ideal candidate will be comfortable working across teams, supporting senior leaders and contributing to polished, executive-ready materials.

Note: This position's primary workspace will be located at the front desk of the CFO's office suite; however, only a portion of the role requires actively assisting visitors and supporting meetings. The remaining responsibilities are completed at the front desk while monitoring guests and any active support needs.

This role requires a self-starter who enjoys structure, takes initiative and can work with minimal oversight. The successful candidate will be comfortable owning tasks end-to-end, documenting progress and communicating clearly across teams.

What success looks like in this role

• The CFO office operates smoothly, with a consistently professional and well-coordinated experience for leadership, staff and visitors

• Office operations, meetings and events are organized and executed with minimal oversight

• Administrative and financial processes are handled accurately and efficiently

• Leadership and team members experience responsive, reliable support across operational and coordination needs

• Communications materials are clear, polished, correct and aligned with ASU Brand and Associated Press standards

• The coordinator effectively balances front desk responsibilities with operational, administrative and communications work

Applicant must be eligible to work in the United States; ASU Business and Finance Support Services will not be a sponsor for this position.

Essential Duties:

Office Operations and Leadership Support - Approximately 60% of the time

• Manage core office operations, including supplies, vendor coordination, facilities requests and mail and deliveries

• Maintain a clean, organized and professional office environment and shared spaces

• Perform administrative and financial processes, including P-Card reconciliation, purchasing, invoice processing and reimbursements in Workday

• Support meeting coordination, including scheduling, agenda preparation and material assembly

• Assist the Chief of Staff and CFO leadership team with coordination across meetings, projects and initiatives

• Serve as a liaison across CFO office teams to ensure alignment, follow-through and efficient communication

• Support planning and execution of events and engagement activities, including leadership meetings, employee initiatives and special events

• Coordinate logistics for athletics-related hosting, such as football and hockey, including invitations, RSVP tracking and materials

• Maintain office-wide records such as contact lists, directories, subscriptions and shared resources

• Provide backup administrative coverage for executive assistants to ensure continuity of Vice President and leadership support

Communications Support - Approximately 25% of the time

• Support the Business and Finance Communications Group in executing communications projects and deliverables across the CFO office and supporting departments, particularly during academic peak periods

• Assist in developing and writing content for the web, emails, brochures, social media, presentations, reports, talking points and business forms

• Copy edit, proofread, and format communications materials to ensure clarity, consistency and professionalism

• Prepare communications and marketing materials for executive, internal and external audiences

• Apply ASU Brand Guide and Associated Press standards to ensure alignment with institutional expectations

• Assist in preparing high-quality, executive-ready materials under tight timelines

Front Desk and Meeting Support - Approximately 15% of the time

• Serve as the primary front desk representative, greeting visitors, answering inquiries and directing traffic

• Coordinate conference room scheduling and ensure meeting readiness, including setup, materials and hospitality support

• Support visitor navigation and provide occasional assistance, escorting guests within the office suite

• Respond to incoming calls, requests and real-time needs in a professional and timely manner

Note: This position's primary workspace will be located at the front desk of the CFO office suite; however, only a portion of the role requires actively assisting visitors and supporting meetings. The remaining responsibilities are completed at the front desk while monitoring guests and any active support needs.

Desired Qualifications:

• Demonstrated experience providing administrative or operational support in a professional or executive office environment

• Experience coordinating office operations, meetings, or events in a complex organization

• Experience with financial or administrative systems such as Workday and Concur, including completion of tasks, including P-Card reconciliation, travel support and supply purchasing

• Experience with Adobe Suite, Microsoft Office Suite and Slack

• Proficiency in Google Drive, Docs, Forms, etc.

• Strong organizational and multitasking skills, with the ability to work effectively in an interruption-driven environment

• Two or more years of experience supporting communications efforts, branding standards, or presentation development

• Degree in marketing, journalism, public relations or related field preferred

• Demonstrated written and verbal communication skills, including strong grammar skills and familiarity with Associated Press style

• Experience preparing polished documents, presentations or communications materials

• Experience working in higher education or a similarly complex organizational environment is preferred

Working Environment:

• Activities are primarily performed in a regular, climate controlled office setting

• Subject to extended periods of sitting

• Use office equipment including a desktop computer

• Lift up to 20 pounds

Department Statement:

The Office of the Executive Vice President, Treasurer, and Chief Financial Officer
supports the New American University's vision of excellence, access, and impact by effectively leading and managing its financial and business operations and developing ASU's human and capital resources.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

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.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$23811.htmld

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.

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.