Office and Communications Coordinator

Administrative Operations Specialist 2

Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.
Position Salary Range: $52,000 - $55,000 annually; DOE
The Office of the Executive Vice President, Treasurer and Chief Financial Officer at Arizona State University is seeking a highly organized and proactive Office and Communications Coordinator to support a fast-paced, executive-level environment.
This role serves as a central coordination point for the CFO office, combining front desk responsibilities with office operations, leadership support and communications execution.
This position is ideal for someone who thrives in a highly visible, dynamic setting and enjoys balancing structured operational responsibilities with flexible, project-based work. The role requires strong attention to detail, sound judgment and the ability to manage multiple priorities while maintaining a high standard of professionalism.
The ideal candidate will bring a strong foundation in administrative operations and demonstrated strength in written communication and document preparation. The ideal candidate will be comfortable working across teams, supporting senior leaders and contributing to polished, executive-ready materials.
Note: This position's primary workspace will be located at the front desk of the CFO's office suite; however, only a portion of the role requires actively assisting visitors and supporting meetings. The remaining responsibilities are completed at the front desk while monitoring guests and any active support needs.
This role requires a self-starter who enjoys structure, takes initiative and can work with minimal oversight. The successful candidate will be comfortable owning tasks end-to-end, documenting progress and communicating clearly across teams.
What success looks like in this role:
The CFO office operates smoothly, with a consistently professional and well-coordinated experience for leadership, staff and visitors
Office operations, meetings and events are organized and executed with minimal oversight
Administrative and financial processes are handled accurately and efficiently
Leadership and team members experience responsive, reliable support across operational and coordination needs
Communications materials are clear, polished, correct and aligned with ASU Brand and Associated Press standards
The coordinator effectively balances front desk responsibilities with operational, administrative and communications work
Applicant must be eligible to work in the United States; ASU Business and Finance Support Services will not be a sponsor for this position.
Essential Duties:
Office Operations and Leadership Support

Approximately 60% of the time
Manage core office operations, including supplies, vendor coordination, facilities requests and mail and deliveries
Maintain a clean, organized and professional office environment and shared spaces
Perform administrative and financial processes, including P-Card reconciliation, purchasing, invoice processing and reimbursements in Workday
Support meeting coordination, including scheduling, agenda preparation and material assembly
Assist the Chief of Staff and CFO leadership team with coordination across meetings, projects and initiatives
Serve as a liaison across CFO office teams to ensure alignment, follow-through and efficient communication
Support planning and execution of events and engagement activities, including leadership meetings, employee initiatives and special events
Coordinate logistics for athletics-related hosting, such as football and hockey, including invitations, RSVP tracking and materials
Maintain office-wide records such as contact lists, directories, subscriptions and shared resources
Provide backup administrative coverage for executive assistants to ensure continuity of Vice President and leadership support
Communications Support

Approximately 25% of the time
Support the Business and Finance Communications Group in executing communications projects and deliverables across the CFO office and supporting departments, particularly during academic peak periods
Assist in developing and writing content for the web, emails, brochures, social media, presentations, reports, talking points and business forms
Copy edit, proofread, and format communications materials to ensure clarity, consistency and professionalism
Prepare communications and marketing materials for executive, internal and external audiences
Apply ASU Brand Guide and Associated Press standards to ensure alignment with institutional expectations
Assist in preparing high-quality, executive-ready materials under tight timelines
Front Desk and Meeting Support

Approximately 15% of the time
Serve as the primary front desk representative, greeting visitors, answering inquiries and directing traffic
Coordinate conference room scheduling and ensure meeting readiness, including setup, materials and hospitality support
Support visitor navigation and provide occasional assistance, escorting guests within the office suite
Respond to incoming calls, requests and real-time needs in a professional and timely manner
Desired Qualifications:
Demonstrated experience providing administrative or operational support in a professional or executive office environment
Experience coordinating office operations, meetings, or events in a complex organization
Experience with financial or administrative systems such as Workday and Concur, including completion of tasks, including P-Card reconciliation, travel support and supply purchasing
Experience with Adobe Suite, Microsoft Office Suite and Slack
Proficiency in Google Drive, Docs, Forms, etc.
Strong organizational and multitasking skills, with the ability to work effectively in an interruption-driven environment
Two or more years of experience supporting communications efforts, branding standards, or presentation development
Degree in marketing, journalism, public relations or related field preferred
Demonstrated written and verbal communication skills, including strong grammar skills and familiarity with Associated Press style
Experience preparing polished documents, presentations or communications materials
Experience working in higher education or a similarly complex organizational environment is preferred
Working Environment:
Activities are primarily performed in a regular, climate controlled office setting
Subject to extended periods of sitting
Use office equipment including a desktop computer
Lift up to 20 pounds