Executive Administrative Support Specialist

asu; Tempe (AZ); On-site; USD 68,000 - 75,000; Full time

Job summary

Arizona State University’s Department of Psychology seeks an Executive Administrative Support Specialist to provide advanced administrative and programmatic support to leadership. The role handles confidential information, calendar management, travel arrangements, and faculty actions.

You will coordinate events, donor relations, and collaboration with academic personnel specialists, supporting chairs, directors, and committees while maintaining records and responding to inquiries with tact.

Qualifications

• Bachelor's degree or equivalent experience in a relevant field.
• At least five years of related administrative experience.
• Experience in higher education preferred.

Responsibilities

• Provide confidential and complex administrative support to the Department Chair and leadership.
• Coordinate calendars, travel, and meetings; prepare materials and agendas; maintain official records.
• Manage donor relations, communications, and coordination with the ASU Foundation.
• Support faculty actions and committee work; assist with events and department activities.
• Serve as liaison among faculty, staff, students, alumni, and external partners.

Education

Bachelor's degree

Job description

Job Profile:

Administrative Support Specialist 3

Job Family:

Administrative Support

Time Type:

Full time

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 Department of Psychology in The College of Liberal Arts and Sciences seeks a highly motivated and detail-oriented individual to fill the position of Executive Administrative Support Specialist to perform work of considerable responsibility in supporting administrative services. The Executive Administrative Support Specialist will assist with complex academic personnel actions as well as the coordination of department faculty events and maintaining official records. The Executive Administrative Support Specialist will perform advanced administrative responsibilities to support the Chair of the Department, including agenda preparation, donor relations and coordinating events for the Department. The position serves as a liaison between the chair, faculty, staff, students, alumni and other ASU units, external organizations and visitors on issues that may impact the Department and the Chair. The position will also collaborate with the Academic Personnel Specialist to provide support to the Chair, the Director of Faculty Success and faculty committees that oversee faculty P&T, evaluations, and faculty searches including creating itineraries and resources for committees and collaborating with The College. The successful candidate will demonstrate the ability to maintain effective working relationships and have experience in maintaining confidential and sensitive information. Knowledge and ability to interpret academic and university policies and procedures and the ability to identify and implement best practices is preferred. They must be able to provide excellent customer service and work effectively in an environment subject to quickly changing priorities. The incumbent will have contact with high-level administrators requiring use of business vocabulary, tact, discretion and judgment. Reporting to the Department Chair, this position will also work closely and collaboratively with faculty, students, and as a team member of the business office staff.

Position Salary Range:

$68,000 - $75,000; DOE.

Essential Duties:

• Chair Support: Provide dedicated administrative support to the Chair of the Department of Psychology including coordinates and arranges for the Chair's calendar to ensure optimal use of time, books the Chair's travel via Concur, screens and refers telephone inquiries from members of the university community and the public on behalf of the Chair for problem resolution and resource referral. These duties also include: Serves in a confidential capacity on sensitive matters concerning faculty, staff, and students.
• Provides development support to Chair, maintaining donor relations, working on campaigns, manage donor pipeline/communications, donor discovery and stewardship; acts as a liaison with ASU Foundation.
• Provides support at faculty meetings, which includes, but is not limited to agenda preparation, preparing background materials, taking and transcribing meeting minutes, maintaining official meeting records, and tracking follow-up items to ensure timely completion of tasks.
• Manages Salesforce email inquiries and, if necessary, independently compose correspondence on a variety of subjects requiring sound judgment, originality, and knowledge of issues involved.
• Arrange for specified faculty to attend graduation ceremonies.
• Serves as backup staff member for ensuring front office maintains adequate coverage and provides business office operations support.
• Strategic Leadership Communication and Initiatives: Collaborates with the Chair and the Marketing and Communications Manager to craft internal and external strategic communications. Works with the Chair, Senior leadership, and business office staff to assist with the implementation of strategic initiative projects that arise. Serves as a conduit of information from university personnel, faculty, and staff on issues that impact the Department.
• Event Management and Coordination: In partnership with other staff and Manager of Marketing and Communication, facilitates Department events including ASU Homecoming, lecture series, meetings, retreats and celebrations. This includes arranging equipment, tables, seating, and overseeing catering orders; sending invitations and managing RSVPs; tracking costs to ensure event is within specified budget; and all other logistical details.

Desired Qualifications:

Experience supporting a high-level administrator in a higher education environment that includes calendaring and s