Arizona State University

Department Statement:

The ASU Graduate College works collaboratively across all colleges to promote and support the integrity, quality, and vitality of ASU graduate programs including master’s degrees, professional degrees, and doctoral degrees. Our goal is to ensure university-wide standards of academic excellence, access, and equity in graduate programs and to enhance the impact of ASU’s graduate students and graduate education within the state, national, and global arenas. Central to this vision is enriching the opportunities and experiences of ASU’s graduate population as well as the development of innovative transdisciplinary graduate programs across the university.

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

Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay – Depends on experience:

$60,000.00 USD Annual

Job Description:

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

Salary Range: $51,500 - $60,000 per year; DOE

The Graduate College at ASU is seeking an extremely organized, detail oriented, energetic, proactive and collaborative person for our Events/Admin Program Coordinator position. As part of the Business Services, Administration and Marketing/Communications team, this position will plan, coordinate and execute all events for the Graduate College including in-person, zoom/online, and hybrid modalities. The person in this position is charged with reliably delivering professional-quality results, and will make certain that established processes are followed and streamlined. The person in this position must be detail-oriented, proactive and a critical thinker who will ensure events are logistically seamless and advance the mission of the Graduate College.

Business hours for the Graduate College are Monday - Friday, 8:00 a.m. - 5:00 p.m. though the position occasionally requires extended hours during peak periods, including early mornings, evenings and weekends. This is an in-person position based on the Tempe campus but the Graduate College may have flexible work options available such as alternate start and stop times depending on business needs.

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.

ASU offers a very generous benefits package, including comprehensive health and retirement benefits, over four weeks of vacation per year, twelve weeks of paid parental leave, a substantial tuition discount, and many professional development opportunities. For more information about benefits and the total value of the compensation package visit https://cfo.asu.edu/benefits and https://cfo.asu.edu/compensation-estimator.

Essential Duties:

Works closely with stakeholders from the Graduate College to effectively plan, coordinate and execute all events for the Graduate College to ensure achievement of professionalism, consistency, seamless execution and desired outcomes.

Establishes and maintains positive working relationships with all stakeholders and constituents, including Graduate College leadership and teams, other ASU colleges and departments, ASU graduate students, external vendors, etc.

Coordinates, develops processes, plans, and project manages the execution of a variety of repeat and unique events, lecture series, seminars, workshops, conferences, webinars, internal events and events consistent with targeted Graduate College objectives and messages.

• Simultaneously manages multiple events at various stages of planning and execution.
• Convenes and leads kick-off, planning and debriefing meetings with stakeholders and Graduate College staff.
• Develops and executes a complete logistical plan for each event including, but not limited to: contract negotiation, vendor selection, budget, staff and volunteers, timetable, travel, venue, catering, registration, description, script, run-of-show, surveys and other event procedures. Maintains overall events calendar and advises stakeholders on date selection based on their desired outcomes. Oversees and frequently communicates on the ongoing status of all event planning with appropriate team members and stakeholders. Uses project management software to log all event details.
• Creates event registrations using event software, such as Stova or similar. Customizes the registration software to ensure branding standards and fulfill communication needs and provides reports to event stakeholders. Serves as internal expert for registration software.
• Acts as primary liaison with event speakers and venue contacts for travel and instructional/audio visual needs.
• Provides on-site presence and support as needed during events (which may include weekends or scheduled remote days) to ensure coordination of all aspects of the event including, but not limited to: set-up and break-down, registration and check-in, coordination of event staff, volunteers, vendors and speakers, delivery and distribution of collateral materials and swag, review of event layout and catering to ensure adherence with vendor agreement, etc to ensure delivery of successful, effective and smooth events. May serve as emcee for in-person and online events as needed, working behind the scenes and in a public capacity.
• May supervise the activities of student employees, interns and volunteers, as related to events, including the planning and execution schedules; and interacts and maintains liaisons with stakeholders to facilitate program objectives.

Working with the Business Operations Manager, coordinates finance and budget activities specifically related to events which could include requests to purchase, purchasing, reimbursements, payments, invoicing, travel authorizations and expense reports, contracts, financial reports, budgets, and record-keeping, in a timely and efficient manner to ensure compliance with federal guidelines, and ASU policies and procedures.

• Reviews and submits all final billings and follows internal procedures to secure payment in a timely fashion.
• Prepares event reports, financial statements, and records on program activities, progress, status, attendees, surveys and/or other special reports as requested.

Maintains physical and/or online library containing photos, publications and presentations, and prepares this information in a report format for inclusion in publications such as annual reports.

Working closely with stakeholders, prepares communications regarding Graduate College events, including but not limited to descriptions, email content, updating event webpage, posting on ASU Events and other relevant promotional outreach. Actively participates in brainstorming and event planning meetings to generate ideas for special or new events to make recommendations to leadership. Contributes to ordering of giveaways, materials and supplies for events.

Provides general administrative and operational support to the Business Services and Administration team staff as needed. and to other Graduate College teams to ensure continuity of effort and attainment of event goals.

Other duties as assigned.

Desired Qualifications:

• Solid experience in all aspects of event planning and implementation, especially in a high volume environment
• Demonstrated expertise and knowledge of best practices in event planning and management.
• Event management experience in higher education a plus
• Demonstrated expertise in project management and organization practices
• Demonstrated ability to work both independently and collaboratively as part of a team
• Ability to multitask, manage competing priorities and coordinate multiple projects simultaneously.
• Demonstrated ability to adhere to accepted standards of courtesy, etiquette, social sense, professionalism and personal demeanor in complex and diverse settings
• Ability to operate in a very organized manner with a high level of attention to detail and a willingness to follow established procedures
• Demonstrated knowledge using Aventri/Stova (or equivalent) events software, including customizing templates, event settings, email and reports
• Demonstrated knowledge of Zoom (or equivalent) for meetings, webinars, recordings
• Excellent written and verbal communication skills
• Skill in establishing and maintaining effective working relationships with a wide variety of constituents
• Demonstrated ability to troubleshoot and develop effective solutions for logistical problems
• Demonstrated ability to work effectively in an environment subject to tight deadlines and conflicting priorities
• Demonstrated ability to quickly assess appropriate response to unforeseen events while ensuring seamless execution
• Demonstrated knowledge of and experience with budgets, purchasing and financial principles and practices
• Knowledge of communication and marketing best practices, including experience with communications and designing marketing materials is a plus
• Experience using computer design applications is a plus

Working Environment:

Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse; required to walk or travel moderate distances to perform work. Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds. Ability to clearly communicate to perform essential functions. Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts. Position occasionally requires extended hours during peak periods, including early mornings, evenings and weekends. Position is based on the Tempe campus and requires occasional travel to meetings, conferences, and events across the campus, to other ASU campuses, or to off campus locations.

Minimum Qualifications:

Bachelor's degree and three (3) 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.

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$8236.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

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.

Notice of Availability of the ASU Annual Security and Fire Safety Report

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

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.

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