Office Coordinator Sr. (LOS ANGELES, CA BASED)

Job Profile:

Administrative Support Specialist 2

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$75,000.00 USD Annual

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

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.

Job Profile Summary:
Provides intermediate to complex administrative and programmatic support to leadership.

Job Description:

Position Salary Range: $71,000-$75,000 per year; DOE

Arizona State University (ASU) in Downtown Los Angeles is looking for a professional, detail-oriented Office Coordinator Sr to join the team. The Office Coordinator Sr manages student employees and supports administrative operations, special projects and meetings/events for the ASU California Center.

Administrative responsibilities include creating and maintaining a Salesforce invitation database; tracking and compiling information for monthly and annual reports; updating website content; hosting internal and external meetings; setting up and break down for events and coordinating and conducting building tours. The position may serve as an occasional back-up front desk receptionist which includes greeting and checking in visitors, alerting staff of their visitors, answering the main telephone line, directing calls to appropriate staff, and answering questions about ASU and the ASU California Center.

Meeting and event responsibilities include coordinating and supporting use of the shared conference rooms across a two building center, using Mazevo software to reserve meeting space, set up meeting rooms with materials and catering, basic audio visual set up and support and coordinating with the space user and guests during the meeting to ensure all needs are met from arrival to departure. The Office Coordinator Sr will assist with the collection of event related contracts and forms, create space diagrams and provide seasonal support for events in Grand Hope Park. The position also plans and executes quarterly culture building activities for employees at the ASU California Center.

Successful candidates will be friendly, reliable, professional, self-directed, curious, able to adapt to quickly changing priorities, and have the ability to get things done despite obstacles.

Working hours are generally Monday through Friday 8am-5pm, but will be flexible to accommodate evening and weekend programming. This is a fully in-person position based in Los Angeles, CA.

Essential Duties:

• Perform a variety of administrative tasks in support of building and event operations including meeting scheduling and onsite support, creation and collection of event related contracts and materials.

• Serve as the manager for student employees; approve time for approx. 6 students, manage work schedules, training, hiring and task/project direction.

• Lead individual and group building tours, providing information about ASU programs at the ASU California Center.

• Coordinate and support meetings across two buildings for internal users and external partners at the ASU California Center, reserving meeting space, ordering and/or setting up catering, confirming meeting room set up, checking in guests, coordinating technology support, and ensuring all meeting needs are met.

• Compile detailed and accurate monthly and annual reports for senior leadership

• Regularly update web pages with upcoming events, new employees and program information.

• Create and maintain Salesforce database for event invitations.

• Configure and champion the use of Mazevo event software to building users, attend meetings with Mazevo users across the university, adopt best practices for space in LA, create reports and enter event information.

• Other duties as assigned

Desired Qualifications:

• Experience providing administrative support in a professional office setting

• Experience greeting and assisting visitors at a reception or information desk

• Experience coordinating the use of meeting space including ordering catering, reserving meeting space, setting up meeting rooms and assisting guests using the meeting space

• Experience coordinating employee events including creating and sending invitations, tracking RSVPs and ordering catering

• Excellent communication and interpersonal skills, including the ability to effectively communicate information about ASU programs and the facility during tours

• Demonstrated attention to detail

• Experience adapting to changing needs in a dynamic environment with short deadlines

• Solutions-focused approach to “make it work” no matter the obstacle

• Experience working with students, interns or volunteers

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), Zoom, Google Docs, Dropbox, Slack

• Knowledge or experience with Salesforce or other CRM software

• Knowledge of project management software, Asana, Wrike

• Knowledge of CVENT, Stova or other event management software preferred

• Knowledge of EMS or Mazevo event management software preferred

Working Environment:

• Position based in Los Angeles, CA

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work

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

• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts

• Ability to clearly communicate verbally, read, write, see and hear to perform essential functions

Department Statement:

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Los Angeles

Funding:

No Federal 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.

https://www.myworkday.com/asu/d/inst/1$9925/9925$18183.htmld

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 HR Talent Acquisition at DL.ORG.HR.[email protected] before the posting close date to request edits.

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.

Fingerprint Check Statement:

A fingerprint check is not required for this position.