Administrative Assistant

Provides routine administrative support to a department or group of professionals in support of department goals.

Responsibilities

• 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.

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.
• Exceptional organizational skills with the ability to track multiple complex deadlines (grants, budgets, and evaluations) seamlessly.
• Ability to handle sensitive and confidential performance and financial information with the utmost discretion.
• 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.

Pay

$22.00 - $24.00/hour; DOE

Schedule

Part time

Location

Off-Campus: Mesa/Tempe