Office Coordinator

Job Profile:

Job Family:

Time Type:

Max Pay – Depends on experience:

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

Minimum Qualifications:

Job Description:

ASU Cultural Affairs is seeking an experienced office professional to provide front desk administrative support and office management. Our administrative team supports the ASU Vice President for Cultural Affairs and Executive Director of ASU Gammage when the Executive Assistant is absent. The ideal candidate will have acute attention to detail, a welcoming demeanor, top-notch administrative skills and an appreciation for the arts. This position is located at Desert Financial Arena. The office also houses several senior level directors for Cultural Affairs. This position has direct contact with high-level visitors from campus, the city/state government and the community. This position is full time, hourly and benefits eligible. Primary hours are Monday–Friday from 8am to 5pm in the office with some nights and weekend hours depending on events, remote work is not an option for this position. This position reports to the Administrative Coordinator, Special Events. 
 

Wage: $20.50 to $21.25 per hour; DOE

Essential Duties:

• Oversee day-to-day front office duties, assuring efficient quality service.

• Receive, screen and assist callers and visitors by answering questions and providing information.

• Supervise, hire, train and schedule student workers including monitoring their work to completion.

• Works with department HR Manager to schedule part-time and student interviews for our department at Desert Financial Arena. Provide office orientation for new full-time employees.

• Draft letters and notecards to staff, performers and donors. Proofreads and corrects grammatical, punctuation and spelling errors for a variety of print pieces, including brochures, newsletters, marketing materials and proposals.

• Organize, maintain and follow-through with record-keeping systems for correspondence, documents, vehicles, parking validation, deliveries, FedEX and supplies.

• Arrange meetings and conferences, assemble necessary materials/information; including coordinating facilities as well as services, creating flyers and notifying attendees.

• Provide administrative support to the ASU Vice President for Cultural Affairs and Executive Assistant as needed. 

• Prepare itineraries and ASU travel forms.

• Handle administrative forms for office/department and forward appropriately for processing; initiate work orders with supervisor’s approval.

• Represent ASU Cultural Affairs in the ASU United Way Campaign. 

• Process payments/deposits within 48 hours of receipt.

• Oversee three department vehicles and a golf cart for scheduling and tracking repairs, cleaning and maintenance.

• Coordinate interdepartmental mail run and other student errands.

• Serve on ASU Cultural Affairs Homecoming Block Party and Holiday Party planning committees. 

• Assist with the coordination of staff events.

• Interact with various individuals and units within ASU Cultural Affairs to relay information on activities, policies, etc. Initiate responses to inquiries by composing correspondence as directed by supervisor.

• Order, track and stock office and break room supplies, including stationery and business cards. 

• Coordinate purchases of flowers and gifts for performers and business colleagues. 

• Coordinate storage and pick-up of surplus equipment and supplies from venue staff. 

• Develop a personal code of conduct to help ensure our work environment is welcoming, equitable and supports our department mission and core values along with the ASU Charter. 

• Coordinate special projects as assigned and perform other administrative duties as needed.

Desired Qualifications:

• Knowledge of standard office practices and procedures. 

• Exceptional customer service and communication skills. 

• Skill in typing and use of computer (Apple and Windows operating systems).

• Demonstrated high level of attention to detail, follow through and confidentiality.

• Demonstrated ability to organize/maintain a variety of files and records, handle multiple tasks simultaneously and thrive in a fast pace, deadline-oriented environment.

• Demonstrated skill in composing letters, proofreading and creating flyers. 

• Demonstrated good judgment and ability to set priorities. 

• Demonstrated ability to set priorities for others and supervise student or entry level workers. 

• Ability to drive on university business and possess a valid US driver license upon employment. This is required of the position. Candidates must possess a valid US driver's license.

Working Environment:

• Communicates verbally and in writing.

• Work in an office setting and use a computer.

• Operates and maintains office equipment.

• Utilizes computer software applications such as MS Outlook, Word and Excel.

• Creates and maintains files.

• Safely drive a passenger van and golf cart on university business.

• Able to meet, greet, and direct all visitors, staff, and faculty.

• Supervise student workers. 

• Maintain the regularly scheduled hours of 8am to 5pm.

• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.

Department Statement:

ASU Cultural Affairs is comprised of three units - ASU Gammage, ASU 365 Community Union and ASU Kerr. Through the mission of Connecting Communities™ ASU Cultural Affairs makes an impact across the Valley of the Sun through the arts, entertainment, education and events.
 
ASU Gammage has been a top cultural destination in the Valley for more than 50 years. The Frank Lloyd Wright designed performing arts center located on the Tempe campus of Arizona State University is one of the largest university-based presenters of performing arts in the world and top touring market for Broadway. Home to the Desert Financial Broadway Across America - Arizona and Beyond series, the mission of Connecting Communities™ goes beyond the stage and programs and impacts the community through shared experiences in the arts. 
 
ASU Kerr is a one-of-a-kind, 300 seat, true adobe venue like no other in the Valley. Each season, ASU Kerr welcomes a carefully curated selection of performances that represent the spirit and vision of its namesake Louise Lincoln Kerr. 
 
ASU 365 Community Union represents an innovative new stadium-utilization model that transforms Sun Devil Stadium from a football venue into a university asset used 365 days a year. Strategically located in the heart of the Valley, the ASU 365 Community Union is a cultural hub with programming designed for the entire community. It is a place where diversity is celebrated - a place for students, staff, faculty and local community to eat, play, learn, connect, build relationships, create and innovate. With its official launch in Fall 2019, the ASU 365 Community Union expands a premiere venue for athletic events into a cultural destination for world-class entertainment. 

ASU Cultural Affairs is committed to providing a welcoming, equitable and respectful environment for all in order to realize our mission of Connecting Communities™ through the arts, entertainment, education and events. Our core values serve as a guide for daring engagement, respectful dialogue and cross-collaboration. Learn more about our commitment and values at https://www.asugammage.com/about/asu-cultural-affairs-core-values

To learn about ASU Gammage, visit: asugammage.com/about
To learn about ASU Kerr, visit: asukerr.com
To learn about ASU 365 Community Union, visit: asu365communityunion.com
To learn about the ASU Charter and goals, visit: president.asu.edu/asu-mission-goals 

Total compensation at ASU is more than the salary paid for the valuable work performed. You can estimate the approximate value of your overall compensation here: cfo.asu.edu/compensation-estimator. 

You also receive the following:
•    Comprehensive package of affordable health benefit plans and programs: cfo.asu.edu/benefits 
•    Access to world-class educational opportunities at deeply discounted rates
•    Paid holiday, vacation and sick leave
•    Matching retirement contributions
•    Discounts from a variety of vendors and service providers for personal expenses

Driving Requirement:

Location:

Funding:

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

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

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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.

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