Job Profile:
Administrative Support Assistant 2
Job Family:
Administrative Support
Time Type:
Full time
Max Pay – Depends on experience:
$52,500.00 USD Annual
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 Description:
Position Salary Range:
$45,000 - $52,500; depends on experience within posted range
Job Description:
The ASU Art Museum is seeking an Assistant to the Director, a personable and experienced administrative professional to provide complex and varied administrative support to the Director of the ASU Art Museum. This role will be largely rooted in managing a heavy schedule, assisting with meeting preparation, arranging travel logistics, and managing overall details of the Director's day-to-day administration including maintaining email, coordinating task management/tracking and serving as a resource to the Museum staff. The successful candidate will be a polished self-starter with exceptional communication skills who can collaborate with staff as well as visitors and partners at the executive level. Must be able to coordinate multiple tasks simultaneously and autonomously while always maintaining confidentiality, tact and sound judgment.
We seek a high-performing, positive, service-oriented individual with excellent attention to detail who thinks proactively and creatively toward process improvement. The ideal candidate will demonstrate initiative and independent judgment in both routine and non-routine situations.
Essential Duties:
Provide administrative support to the Director of the ASU Art Museum in areas such including but not limited to calendar and appointments, travel arrangements, pcard reconciliations, and meeting coordination.
Manage Board+Councils events in coordination with the Director and IA Specialist including setting agendas, locations, and VIP programs.
Maintain project management boards, meeting agendas, slide decks, and prospect lists on Google Docs and Salesforce.
Manage special projects in the Director’s department such as strategic planning, grant funded initiatives and internal and external programs.
Support the identification, cultivation and solicitation of donor gifts from a diverse group of individuals, corporations and other sources for exhibitions and programs in coordination with Curators and Director’s office.
Prepare and compose confidential correspondence; receive and screen telephone calls and visitors and screen and prioritize mail and electronic communications.
Manage and coordinate special fundraising events including Advisory Board events, VIP dinners, auctions, and cultivation events.
Monitor, maintain and reconcile department budgets.
Execute and coordinate internal and external staff meetings, retreats, workshops & special events.
Oversee all necessary travel arrangements and itineraries in coordination with IA Specialist.
Assist Director in preparation of staff evaluations and other HR procedures.
Serves as a liaison to museum departments, staff, students, alumni and the general public in facilitating programs, requests for information or complaints.
Oversee the museum's administrative office and kitchen including but not limited to reception, ordering supplies, managing space and communications.
Other duties as assigned.
Desired Qualifications:
Experience working in an art museum, and knowledge of and passion for contemporary and visual arts.
Experience working in an executive setting directly assisting a senior administrator
Experience working with diverse constituencies, both academic and community groups, particularly donor relations and management.
Demonstrated knowledge with basic development principles and management systems.
Experience in administrative practices and principles, writing/developing reports and business correspondence.
Excellent interpersonal skills with strong orientation towards service and teamwork.
Possesses flexibility, resourcefulness, and adaptability to changing needs and demands and the flexibility to work outside of standard business hours as circumstances require.
High level of judgment, professional discretion, and confidentiality with a commitment to professional integrity and fostering a positive and collaborative work environment.
Experience with travel planning and coordination
Experience in basic accounting methods and budgeting procedures and techniques, particularly with regards to projects, events and activities.
Experience in event planning and implementation.
Evidence of effective written and verbal communication skills.
Excellent computer skills including advanced proficiency using email (Outlook), Google Drive applications, the Microsoft Office suite of applications (Word, Excel, PowerPoint), and Adobe.
Working Environment:
Works daily in a typical office setting, although this exempt position may require some weekend and evening work for special events and programs including participation in off site activities for Museum and/or College events. Some travel may be required. Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
Department Statement:
The Herberger Institute comprises six schools: ASU FIDM; the School of Art; the School of Arts, Media and Engineering; The Design School; The Sidney Poitier New American Film School; and the School of Music, Dance and Theatre; and two museums: ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 125 degree and certificate options in art, dance, design, fashion, film, media arts and sciences, and more, plus a top university art museum, a leading immersive media facility, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of diverse excellence.
Our mission is to position designers, artists, scholars and educators at the center of public life and prepare them to use their creative capacities to advance culture, build community and imaginatively address today’s most pressing challenges.
The vision of the Herberger Institute is to advance the New American University by embedding designers, artists and arts-based inquiry at its core and throughout the communities it serves locally, nationally and internationally. With almost 9,000 students and more than 750 faculty members, the Herberger Institute is committed to redefining the 21st-century design and arts school.
As part of Arizona State University, the most innovative university in the nation, the Herberger Institute seeks to drive and scale new ways for arts and design to have impact in our world. We invite you to join our work.
Values:
Creativity as a core 21st-century competency
Design and the arts as critical resources for transforming our society
Innovation, enterprise and entrepreneurship
Interdisciplinary and transdisciplinary collaboration and research
Social embeddedness
Projecting all voices
Excellence
https://herbergerinstitute.asu.edu/
Why work @ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:
Salary and wages paid
Comprehensive package of affordable benefit plans and programs
Access to world-class educational opportunities at deeply discounted rates
ASU's total compensation estimator shows the approximate value of your overall compensation
ASU is a diverse enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation, and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.
Flexible work options
Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.
Driving Requirement:
Driving is not required for this position.
Location:
Campus: Tempe
Funding:
No Federal Funding
Instructions to Apply:
Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:
https://www.myworkday.com/asu/d/inst/1$9925/9925$13933.htmld
To be considered, your application must include all of the following attachments:
Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.
Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.
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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.
ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco
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:
This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.
Administrative & Executive Assistance (2)