Administrative Assistant

Job Profile:
Administrative Support Assistant 2 Non-Exempt

Job Family:
Administrative Support

Time Type:
Part time

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

Minimum Qualifications:
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:

The Administrative Assistant provides high-level administrative and operational support to the Director of the ASU Biocollections. The successful candidate will exercise excellent judgment and proactive organization to manage complex schedules, sensitive personnel files, and critical reporting deadlines.

Position Salary Range: $22.00 - $24.00/hour; DOE

Essential Duties:

1. 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.

2. 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.

3. 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.

Desired Qualifications:

• 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.
• Previous experience working with ASU systems, such as Workday, Concur, and other university administrative systems.

Working Environment:

Activities are performed in an office, lab setting and in the field subject to extended periods of field work, sitting, keyboarding, and manipulating a computer mouse, and standing for varying lengths of time. May be required to wear personal protective equipment before entering laboratories such as lab coat, gloves, safety glasses, closed toe shoes, and respirator. Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.

Department Statement:

The School of Life Sciences (SOLS) has provided a vital hub for creative excellence at Arizona State University, with more than 670 faculty, graduate students, postdoctoral fellows and staff, and research that ranges from studies on biodiesel and biohydrogen to vaccine development and the conservation of whales. As ASU's first academic unit to fully reflect President Michael Crow's integrated, interdisciplinary vision for the New American University, the School of Life Sciences offers active and evolving platforms for collaborative, cutting-edge research and faculty whose discovery is freed from traditional institutional boundaries.

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 single sign-on.

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.


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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.

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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:
A fingerprint check is not required for this position.