Office and Communications Coordinator

Job Profile:

Title: Administrative Operations Specialist 2

Job Family: Administrative Operations

Time Type: Full time

Maximum Pay (DOE): $55,000 USD annually

Eligible to work in the United States.

Job Description
The Office of the Executive Vice President, Treasurer and Chief Financial Officer at Arizona State University seeks 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.

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.

Note: The primary workspace will be located at the front desk of the CFO 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.

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.

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.

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