Executive Administrative Support Specialist

Provides complex administrative and programmatic support to leadership within the Department of Psychology in The College of Liberal Arts and Sciences.

Responsibilities

• Provide dedicated administrative support to the Chair of the Department of Psychology, including:
  • Managing and coordinating the Chair’s calendar for optimal use of time.
  • Booking the Chair’s travel via Concur.
  • Screening and referring telephone inquiries from the university community and the public.
  • Serving in a confidential capacity on sensitive matters concerning faculty, staff, and students.
  • Providing development support, maintaining donor relations, managing donor communications, and acting as a liaison with the ASU Foundation.
  • Supporting faculty meetings, including agenda preparation, background materials, taking and transcribing minutes, maintaining official records, and tracking follow-up items.
  • Managing Salesforce email inquiries and composing correspondence on various subjects requiring sound judgment and originality.
  • Arranging for faculty attendance at graduation ceremonies.
  • Serving as backup staff to ensure front office coverage and providing business office operations support.
• Collaborate with the Chair and the Marketing and Communications Manager to craft internal and external strategic communications.
• Assist with the implementation of strategic initiative projects in partnership with the Chair, senior leadership, and business office staff.
• Serve as a conduit of information from university personnel, faculty, and staff on issues impacting the Department.
• Facilitate Department events, including ASU Homecoming, lecture series, meetings, retreats, and celebrations, in partnership with other staff and the Manager of Marketing and Communication. Responsibilities include:
  • Arranging equipment, tables, seating, and catering.
  • Sending invitations and managing RSVPs.
  • Tracking costs to ensure events stay within budget.
• Collaborate with the Academic Personnel Specialist to support the Chair, the Director of Faculty Success, and faculty committees overseeing faculty promotion and tenure, evaluations, and faculty searches, including creating itineraries and resources.

Requirements

• Bachelor’s degree and five (5) years of 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.
• Ability to maintain effective working relationships and handle confidential and sensitive information.
• Knowledge and ability to interpret academic and university policies and procedures.
• Excellent customer service skills and the ability to work in an environment with quickly changing priorities.
• Experience with high-level administrators requiring the use of business vocabulary, tact, discretion, and judgment.

Desired Qualifications

• Experience supporting a high-level administrator in a higher education environment, including calendaring and scheduling meetings.
• Knowledge of academic policies, procedures, and organization.
• Knowledge of program management and administration principles, practices, and procedures.
• Experience using Microsoft Office software.
• Experience with the Concur travel system.
• Strong organizational skills and attention to detail.
• Effective communication skills, both verbal and written.
• Skill in dealing with a wide range of topics, including confidential and sensitive information.
• Ability to analyze and comprehend complex issues.

Skills

• Taking initiative and demonstrating strong organizational skills.
• Collaborating effectively in a team environment.
• Managing multiple priorities and resolving conflicts.

Working Environment

• Activities primarily performed in a climate-controlled office setting.
• Extended periods of sitting, keyboarding, and manipulating a computer mouse.
• Occasional standing, walking moderate distances, bending, reaching, lifting, pushing, and pulling up to 25 pounds.
• Visual acuity and manual dexterity associated with daily computer use.
• Ability to quickly change priorities, which may include resolving conflicts.

Benefits

• Benefits-eligible employees are immediately eligible for up to eight hours of paid time off to participate in external volunteer activities.
• Up to 24 hours of release time per year for training opportunities to enhance skills and professional growth.

Pay

$68,000 - $75,000, dependent on experience.

Department Statement

The Department of Psychology, within ASU’s The College of Liberal Arts and Sciences, focuses on developing foundations and deploying solutions for healthy minds, bodies, and societies. The department fosters educational excellence through innovative degree programs, award-winning faculty, and research experiences for both undergraduate and graduate students. Staff and faculty have opportunities to grow in expertise and leadership within a supportive and collaborative environment that values diverse identities and nurtures a sense of belonging. The department engages with the broader ASU community through programs like the REACH Institute, the Child Study Lab, the Clinical Psychology Center, and Psych for Life®, making a direct impact on people’s lives.