Office Coordinator

Administrative Support Assistant 2 Non-Exempt

ASU Cultural Affairs is seeking an experienced office professional to provide front desk administrative support and office management. Our administrative team supports the ASU Vice President for Cultural Affairs and Executive Director of ASU Gammage when the Executive Assistant is absent. The ideal candidate will have acute attention to detail, a welcoming demeanor, top-notch administrative skills and an appreciation for the arts. This position is located at Desert Financial Arena. The office also houses several senior level directors for Cultural Affairs. This position has direct contact with high-level visitors from campus, the city/state government and the community. This position is full time, hourly and benefits eligible. Primary hours are MondayFriday from 8am to 5pm in the office with some nights and weekend hours depending on events, remote work is not an option for this position. This position reports to the Administrative Coordinator, Special Events.

Wage: $20.50 to $21.25 per hour; DOE

Essential Duties:

• Oversee day-to-day front office duties, assuring efficient quality service.
• Receive, screen and assist callers and visitors by answering questions and providing information.
• Supervise, hire, train and schedule student workers including monitoring their work to completion.
• Works with department HR Manager to schedule part-time and student interviews for our department at Desert Financial Arena. Provide office orientation for new full-time employees.
• Draft letters and notecards to staff, performers and donors. Proofreads and corrects grammatical, punctuation and spelling errors for a variety of print pieces, including brochures, newsletters, marketing materials and proposals.
• Organize, maintain and follow-through with record-keeping systems for correspondence, documents, vehicles, parking validation, deliveries, FedEX and supplies.
• Arrange meetings and conferences, assemble necessary materials/information; including coordinating facilities as well as services, creating flyers and notifying attendees.
• Provide administrative support to the ASU Vice President for Cultural Affairs and Executive Assistant as needed.
• Prepare itineraries and ASU travel forms.
• Handle administrative forms for office/department and forward appropriately for processing; initiate work orders with supervisor's approval.
• Represent ASU Cultural Affairs in the ASU United Way Campaign.
• Process payments/deposits within 48 hours of receipt.
• Oversee three department vehicles and a golf cart for scheduling and tracking repairs, cleaning and maintenance.
• Coordinate interdepartmental mail run and other student errands.
• Serve on ASU Cultural Affairs Homecoming Block Party and Holiday Party planning committees.
• Assist with the coordination of staff events.
• Interact with various individuals and units within ASU Cultural Affairs to relay information on activities, policies, etc. Initiate responses to inquiries by composing correspondence as directed by supervisor.
• Order, track and stock office and break room supplies, including stationery and business cards.
• Coordinate purchases of flowers and gifts for performers and business colleagues.
• Coordinate storage and pick-up of surplus equipment and supplies from venue staff.
• Develop a personal code of conduct to help ensure our work environment is welcoming, equitable and supports our department mission and core values along with the ASU Charter.
• Coordinate special projects as assigned and perform other administrative duties as needed.

Desired Qualifications:

• Knowledge of standard office practices and procedures.
• Exceptional customer service and communication skills.
• Skill in typing and use of computer (Apple and Windows operating systems).
• Demonstrated high level of attention to detail, follow through and confidentiality.
• Demonstrated ability to organize/maintain a variety of files and records, handle multiple tasks simultaneously and thrive in a fast pace, deadline-oriented environment.
• Demonstrated skill in composing letters, proofreading and creating flyers.
• Demonstrated good judgment and ability to set priorities.
• Demonstrated ability to set priorities for others and supervise student or entry level workers.
• Ability to drive on university business and possess a valid US driver license upon employment. This is required of the position. Candidates must possess a valid US driver's license.

Working Environment:

• Communicates verbally and in writing.
• Work in an office setting and use a computer.
• Operates and maintains office equipment.
• Utilizes computer software applications such as MS Outlook, Word and Excel.
• Creates and maintains files.
• Safely drive a passenger van and golf cart on university business.
• Able to meet, greet, and direct all visitors, staff, and faculty.
• Supervise student workers.
• Maintain the regularly scheduled hours of 8am to 5pm.
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.