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Executive Administrative Support Specialist to The

3 months ago

Tempe, United States Arizona State University Full time

Reporting to the Herberger Institute for Design and the Arts chief of staff, 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 dean (or interim dean) of the Herberger Institute, as well as the chief of staff.

**Job Family**
- Clerical & Admin Support

**Department Name**
- Herberger Inst Design & Arts

**Full-Time/Part-Time**
- Full-Time

**VP Code**
- EXEC VP/PROVOST

**Scope of Search**
- Open

**Grant Funded Position**
- This is not a grant funded position and is not contingent on future grant funding.

**Salary Range**
- $62,000 - $69,000 per year; DOE

**Close Date**
- 08-May-2024

**Category**
- 02

**Essential Duties**
- Manages multiple high-priority activities requiring considerable coordination and follow through to meet requirements.
- Coordinates the dean'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 dean; maintains dean'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.
- Works with the chief of staff 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.
- Represents the department/unit, university, college or executive at meetings; serves as department/unit, college or school liaison to various university departments and organizations.
- Coordinates or assists in coordinating events, including arranging equipment and catering, sending invitations and managing RSVPs.

**Minimum Qualifications**

Bachelors degree in Business or field pertinent to work unit AND four (4) years of directly related administrative experience; OR, Eight (8) years of directly related administrative experience: OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

**Desired Qualifications**
- Experience providing executive support to a senior leader, CEO/COO, Dean or higher.
- Experience working in a higher education environment.
- Experience in using judgment, creativity, emotional intelligence, and working at a high level of proficiency.
- Experience in a leadership, management, or mentor role.
- Experience in demonstrating tact and diplomacy and in maintaining effective working relationships.
- Demonstrated knowledge of administrative principles and practices.
- Demonstrated knowledge of handling confidential, proprietary and privileged documents and information.
- Demonstrated knowledge of University policies and procedures.
- Demonstrated knowledge of accounting and budgeting procedures and techniques.
- Demonstrated knowledge of supervisory practices and principles.
- Experience in planning, analyzing and coordinating activities and establishing priorities.
- Evidence of effective communication.
- Experience in dealing with a wide range of topics, including confidential and sensitive information.
- Experience in tact and diplomacy and in maintaining effective working relationships.
- Experience in problem solving and decision making; evidence of organizational skills and flexibility; and proactively anticipating requirements and potential problems.
- Experience in managing multiple high-priority activities requiring considerable coordination and follow through to meet requirements.
- Experience in maintaining an executive presence, maturity and use sound judgment.

**Working Environment**
- This position is located on the ASU Tempe campus.
- In-person schedule, Monday through Friday.
- Regular use of standard office equipment including, but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, fax, copier, and telephone.

**Department Statement**
- The Herberger Institute comprises the School of Art; School of Arts, Media and Engineering; The Sidney Poitier New American Film School; School of Music, Dance and Theatre; The Design School; and the ASU Art Museum. With 130 degree and