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.

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)