Contracts & Office Coordinator

ASU Kerr is seeking an office professional to provide clerical support. 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 full time, hourly and benefits eligible. Primary in-office hours are Monday – Friday from 8am to 5pm. ASU Kerr is located at 6110 N Scottsdale Rd, Scottsdale, AZ 85253.This position reports to the General Manager of ASU Kerr.

Primary Responsibilities

• Create event contracts in compliance with ASU rules and regulations and route for signature. Ensure all permits, licenses, insurance and payments are received and processed timely for over 200 renters/artists per season.
• Prepare a variety of documents in a range of computer programs. Format and proofread materials and correct grammatical, punctuation and spelling errors. Handle administrative forms for office/department and forward appropriately for processing; initiate work orders with approval.
• Receive and screen phone calls and visitors; assist by answering questions and providing information.
• Organize and maintain files and contractual calendar.
• Prepare and submit weekly timesheets for event/part-time workers based on time card data. Research and clarify any discrepancies.
• Provide front office support to manager and staff.
• Process payments, deposits and donations within 48 hours of receipt.
• Prepare travel itineraries, ASU travel forms and travel reconciliations.
• Order, track and stock office and break room supplies.
• Coordinate storage and pick-up of surplus equipment and supplies from venue staff.
• Operate various office equipment including, computers, photocopier, and printers. Ensure equipment is in working order and maintain appropriate supplies.
• Assist renters/patrons with their needs and questions.
• Conduct tours as needed.
• Maintain records and schedule for department vehicles regarding maintenance, emissions, parking decals, cleaning and fuel.
• Assist with training of new student employees as needed.
• Run errands on occasion, which require driving a university vehicle
• 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.

Knowledge and Skills Desired

• Knowledge of standard office practices, procedures and etiquette.
• Demonstrated high level of attention to detail, follow through, confidentiality and customer service.
• Skill in typing and use of computer (Mac and Windows based machines).
• Demonstrated skill in composing letters and attention to detail.
• Demonstrated good judgment and ability to set priorities.
• Ability to drive on university business and possess a valid US driver license upon employment.
• Ability to work independently after receiving guidance.
• Knowledge of event requirements and specifications.