Administrative Assistant

Requirements

• High School Diploma and two-years (2) 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 routine administrative support to a department or group of professionals in support of department goals.
• Job Description:
• Position Salary Range: $22.00 - $24.00/hour; DOE
• Essential Duties:
• Executive Support & Deadline Management
• Calendar & Proactive Tracking: Manage an active calendar of appointments. Proactively track and remind the Director of critical deadlines, including grant reporting, NEON-related budget cycles, and other miscellaneous institutional or project-specific timelines.
• Staff Performance Support: Assist in scheduling and reminding the Director of annual staff evaluations; ensure all necessary performance review materials are prepared and tracked according to university timelines.
• Travel Assistance: Assist with travel plans for the Director.
• Foundation Coordination: Coordinate bimonthly meetings with the ASU Foundation, ensuring all preparatory materials and briefs are ready for the Director in advance.
• Communication, Liaison & Outreach Oversight
• Multi-Level Liaison: Serve as the primary administrative bridge between the Director, staff and partners, including Collections Managers, NEON Headquarters, and university leadership.
• Inquiry Management: Oversee general ASU Biocollections' email accounts and outreach requests. Independently evaluate and delegate requests to specific personnel to ensure timely responses for tours, research access, or educational functions.
• Financial & Operational Administration
• Financial Reporting Liaison: Liaise with the SOLS Business Office to gather expense reports for the Biocollections, covering annual budget expenditures, recharge accounts, and endowments.
• Monthly Snapshots: Provide the Director with a monthly snapshot of the Biocollections' financial status to support strategic decision-making and budget tracking.
• Fee-Based Services: Assist with processing invoices for recharge center activities, such as facility rentals, specialized imaging services, and curation service agreements.
• Reconciliations: Prepare and submit expense reports and corporate credit card reconciliations for the Director.
• This position receives regular review of objectives by department administrator.
• Attention to Detail: Exceptional organizational skills with the ability to track multiple complex deadlines (grants, budgets, and evaluations) seamlessly.
• Confidentiality: Ability to handle sensitive and confidential performance and financial information with the utmost discretion.
• Interpersonal Skills: Ability to build strong professional relationships with staff, the ASU Foundation, and partners at NEON HQ.
• Ability to clearly communicate to perform essential functions.
• Working Environment:
• Department Statement:
• Driving Requirement:
• Driving is not required for this position.
• Location:
• Off-Campus: Mesa/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

Benefits

Additional Information

Job Profile: Administrative Support Assistant 2 Non-Exempt Job Family: Administrative Support Time Type: Part time Max Pay - Depends on experience: $24.00 USD Hourly Apply before 11:59 PM Arizona time the day before the posted End Date.

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