Arizona State University

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at Arizona State University

Posted: 12/30/2019
Job Status: Full Time
Job Reference #: 57931BR

Job Description

Program Coordinator
Arizona State University
FDM Capital Prgm Mgmt Group
Campus: Tempe

Salary Range:
To be determined

Close Date:

Job Description:
Capital Programs Management Group seeks Program Coordinators to perform a variety of administrative tasks of a specialized nature to support the project teams.

Essential Duties:
Provide administrative/document support to Project Managers/Project Coordinators on project related issues. Assist Project Managers/ Project Coordinators with project closeout files. Maintain and update document-tracking system using an internal database. Ensure requirements and specifications of university or outside agencies are met by monitoring and complying with university reporting requirements. Create and update record keeping systems, databases, and spreadsheets. Assist in maintaining department’s Project Management Manual, ensuring all information is relevant and up to date. Prepare, and keep current, departmental desktop manuals. Assist in maintaining department’s Project Design Guidelines. Research project financial postings using internal databases. Reconcile purchase orders. Assist with project records and verify invoices for accuracy, completeness and compliance with pertinent university sponsors. Ensure quality assurance of all financial documents prior to submitting for approval of payment. Assist Project Managers/Project Coordinators with preparing and submission of purchasing documents. Schedule and assist with preparation of, and participation in, departmental training. Work closely with other internal departments in coordinating leadership team’s involvement in department and university events. Coordinate and schedule department staff meetings, transcribe meeting minutes, prepare notices and agendas with supporting documentation and provide record keeping. Proof various written communications and create computer presentations. Work independently and manage time to increase effectiveness, including making judgements as to priorities. Handle multiple high priority activities requiring considerable coordination and follow through to meet requirements. Manage department’s computer assets. Coordinate and schedule Lunch and Learns for department. Schedule meetings using Outlook. Coordinate employee on-boarding/off-boarding. Manage travel arrangements and prepare/submit travel reimbursement forms. Manage department vehicle assets. Provide Intern support. Back up other team members as needed to ensure continual efficient operations of the department are met. Ability to communicate verbally, read, write, see and hear to perform the essential functions of the job.

DAYS AND SCHEDULE: Monday – Friday, 8:00 am – 5:00 pm

Minimum Qualifications:
Bachelor's degree in field appropriate to area of assignment AND two years administrative/coordinator program experience; OR, Six years of progressively responsible administrative/coordinator program experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications:
Experience in:
Composing professional correspondence and reports.
Handling multiple high priority activities requiring considerable coordination and follow through to meet requirements.
Coordinating and overseeing event planning.
Preparing detailed reconciliations.
Preparing travel arrangements and processing travel reimbursements on-line (e.g. Concur).
Demonstrating a high level of accuracy and attention to detail.
File management and record retention.
Using computer software; specifically with Microsoft Office applications (e.g. Word, Excel, PowerPoint, Outlook).
Maintaining effective working relationships with tact and diplomacy.

Working Environment:
Professionally represent the department. Activities are primarily performed in a regular, climate controlled office setting subject to extended periods of sitting, standing, walking. Visual acuity and manual dexterity associated with daily use of desktop computer; bending, stooping, reaching and lifting up to 20 pounds. Ability to clearly communicate verbally in English, read, write, see and hear to perform essential duties of the job. Regular review of completed tasks. Will drive University vehicle.

Department Statement:
ASU Facilities Development and Management (FDM) maintains and services all university-owned property, and develops and constructs innovative and sustainable facilities. FDM’s vision is to contribute to and guarantee the success of the university’s mission by creating and caring for the ASU campus and environment. We provide quality customer service, effectively steward our resources, and meet the needs of the university through creative and collaborative efforts.

ASU offers a comprehensive benefits package at very competitive rates to enhance the total compensation of its faculty and staff. This package includes low-cost health and life benefits to insure you and your family, a wellness program for preventative health education and screenings, a disability and leaves program for income protection, employee assistance for free and confidential behavioral health services, reduced tuition for you and your dependents, disability resources for Americans with Disabilities (ADA), a retirement program with a variety of retiree benefits to ensure your financial security at the end of your career, paid vacation and holidays – and more.

ASU’s comprehensive benefits package is a significant part of your overall total compensation – and ASU pays for most of it when you are a benefits-eligible employee.

For more reasons to join ASU, please visit:
Facilities Development and Management at ASU employment requires current eligibility to legally work in the United States. Facilities Development and Management will not be a sponsor for this position.

This position is located at the University Services Building, 1551 S. Rural Road, Tempe, AZ (on Rural Road south of Apache Blvd).

Must possess a valid Arizona driver's license (minimum of Class D) upon employment and maintain throughout employment. Post-offer of employment, selected candidate must possess an acceptable driving record which is 5 or fewer points in the most recent 39 month period from date of hire.

This position is dependent on the continuation of funding from a specific source other than state appropriations. As such, this appointment may terminate when the funding is no longer available.

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 90,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, 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

AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will be considered without regard to race, color, sex, religion, national origin, disability, protected veteran status, or any other basis protected by law.

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.

Instructions to Apply:
Application deadline is 3:00PM Arizona time on the date indicated.

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.

Work reference history information for 3 current and/or former supervisors will be requested at time of interview.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.

Application Instructions

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