What are the responsibilities and job description for the Administrative Associate - Development position at Arizona State University?
Job Profile:
Administrative Support Assistant 3 Non-ExemptJob Family:
Administrative SupportTime Type:
Full timeApply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications:
High School Diploma and three years (3) 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 Description:
ASU Cultural Affairs is seeking an administrative professional to provide high-level administrative and operational support to the senior leadership of the ASU Cultural Affairs Development team. This role manages executive scheduling, donor and grant administration, budget tracking, travel coordination, CRM management, and day-to-day operational support for leadership and development initiatives. The position serves as a key liaison across departments while ensuring accurate recordkeeping, strong customer service, and efficient office operations. Direct fundraising staff are employed by the ASU Foundation; therefore, this position requires access to and use of both ASU Foundation and ASU computer systems.
- Manage calendars, schedule meetings, coordinate appointments, and maintain executive contacts.
- Maintain accurate donor records, engagement reports, opportunities, gift tracking, and fundraising metrics in Salesforce, including documentation for proposals, grants, solicitations, and portfolio work plans.
- Prepare meeting reminders, follow-up items, and action tracking for leadership one-on-one meetings.
- Track donor table sponsorships and table purchases.
- Assist with proposal letters, donor correspondence, and development work plans.
- Process monthly credit card reconciliations and mileage reimbursements.
- Prepare and submit expense documentation and supporting invoices for donor and program-related expenses.
- Coordinate pledge forms, gift forms, invoices, estate commitment documents, and other development-related financial paperwork.
- Coordinate restaurant reservations, business card orders, floral deliveries, and miscellaneous executive requests.
- Review grant applications for accuracy, completeness, formatting, spelling, and alignment with organizational messaging.
- Coordinate grant submission processes and ensure supporting documentation is complete.
- Support ongoing grant tracking and reporting activities for foundation and corporate funding opportunities.
- Coordinate domestic and international travel logistics, including itineraries, attendee materials, VIP guest support, and event-related resources.
- Assist with donor acknowledgements, birthday/get-well cards, and executive communications.
- Review incoming executive mail and ensure donor gifts are processed appropriately.
- Maintain organized physical and digital filing systems, shared Dropbox, and records management processes for executive and development operations.
- Provide front office and administrative support, including answering phones and serving as backup coverage when needed.
- Attend weekly administrative meetings and assist staff with travel, Salesforce, and Workday support.
- Strong organizational skills with exceptional attention to detail.
- Experience supporting senior executives in a fast-paced environment.
- Proficiency with Microsoft Outlook, Microsoft Office Suite, Salesforce, and Workday.
- Ability to manage multiple projects, deadlines, and confidential information simultaneously.
- Excellent written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Experience with event coordination, donor relations, or nonprofit development operations preferred.
- Ability to work independently and collaboratively across departments.
- Experience in higher education, nonprofit development, arts administration, or fundraising environments.
- Familiarity with grant administration and donor stewardship practices.
- Experience coordinating travel and executive-level events.
- Knowledge of ASU Foundation systems, policies, or procedures preferred.
Essential Duties:
- Sitting for extended periods of time in an office setting, using a computer and telephone.
- Quickly changing priorities.
- Organize, prioritize and coordinate many tasks/projects simultaneously.
- Meet, greet and direct all visitors and staff.
- Attend performances, meetings and events.
- Maintain a typical office schedule.
- Occasionally bending, reaching, lifting, pushing and pulling up to 25 lbs.
Wage:
$23.37 to $25.45 per hour; DOE
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 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.
- 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:
Driving is not required for this position.Location:
Campus: TempeFunding:
No Federal FundingInstructions 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$25596.htmldTo 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.
Fingerprint Check Statement:
A fingerprint check is not required for this position.Salary : $23 - $25