Administrative Services Assistant, Senior at Northern Arizona University in Flagstaff, Arizona

Job Description:

Administrative Services Assistant, Senior

 

Job ID: 608123

 

Full/Part Time:

 

Workplace Culture

 

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

 

https://nau.edu/president/strategic-plan/

 

Special Information

 

• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.
• Working indoors. Overtime/compensation time is occasionally required.

 

Job Description

 

NAU's Anthropology department is now hiring an Administrative Services Assistant, Senior (ASA). The Administrative Services Assistant, Senior plays a pivotal role within the department. As the manager of our very busy front office, the ASA will manage inquiries, appointments, and administrative tasks, as well as plan department events and help with other faculty projects as needed. The ASAs support extends to our diverse programs, including both undergraduate and graduate offerings.

 

The successful candidate's advanced office and administrative skills come into play daily. Whether it's document preparation, data analysis, or project management, they're adept at handling complex tasks and can work independently on regular tasks. Analytical abilities are essential—you'll assess administrative matters within established guidelines, ensuring the department's needs are met.

 

Effective communication is key. Regular interactions with the Chair/Director and other department leaders are expected to keep everyone informed. Topics range from program updates to collaborative initiatives. And, of course, maintaining strict adherence to university policies and procedures is highly prioritized.

 

Administrative Support - 40%

 

• Provide necessary information to HR Service Team via HR ServiceNow.
• Assist in the recruitment and hiring related to part-time faculty, students and part-time employees.
• Provide administrative support to search committees and arrange for candidate campus interview travel arrangements within the parameters set by the HR and Finance Service Teams.
• Maintain departmental documents including syllabi on shared drive (NAUShares).
• Maintain internship records and employer evaluations.
• Manage unit listservs in collaboration with Department Chair.
• Manage Departmental Newsletter and sharing of department-wide announcements via email and physical posting of relevant events.
• Track and record scholarship awards to student recipients through Scholarship Universe.
• Keep unit calendar up to date with activities, meetings, and events (Outlook).
• Review and route various student petitions, independent study documents, and change of grade forms.
• Manage records: retention of documents as well as disposal.
• Manage department software licensing making sure it is renewed yearly.
• Participate in, plan for, and help prepare for departmental meetings (attend and take minutes), workshops, or other events.
• Serve as primary class scheduler and provide backup scheduling support (Course Dog) to other units within the college.

 

Operational and Building Support - 30%

 

• Manage and staff front office operations, regularly 8am-5pm, Monday-Friday.
• Accept, log, and/or return packages.
• Manage office supply inventory.
• Oversee copier maintenance and supplies as well as billing.
• Collaborate with building manager to identify need for keys in each area; and ensure keys are checked out as needed and distributed to appropriate faculty, staff, or student employees.
• Manage computer inventory as well as other technology support in collaboration with the SBS finance team.
• Interface with facilities and building manager to report and follow up on maintenance issues within faculty offices and the departmental office.
• Assist building manager with safety and cleaning issues.

 

Financial Support - 15%

 

• Assist Department Chair/Director with basic fiscal transactions.
• Collaborate with SBS Financial Team as needed, particularly around department budgets.
• Maintain and track professional development records monthly.
• In collaboration with PIs help track grant expenditures, as appropriate.
• Maintain and track student employee budget for the department.
• Provide support to faculty and students for submission of purchasing and travel service tickets via ServiceNow.
• Obtain and reconcile P-card as appropriate.

 

Student Supervision - 10%

 

• Assist in the hiring of student employees for the department.
• Supervise and assist with training of student employees.
• Schedule student employees and approve time in PeopleSoft.

 

Other - 5 %

 

• May have responsibility for web stewardship for the department, as appropriate.
• Participate in commencement activities on behalf of the department and college.
• Other duties as assigned.

 

Minimum Qualifications

 

• High school degree.
• 1-3 years of relevant experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

 

Preferred Qualifications

 

• Bachelor's degree.
• 5 or more years of administrative experience.
• Knowledge of or experience with PeopleSoft processes and CourseDog class scheduling.

 

Knowledge, Skills, & Abilities

 

• Develops and maintains good working relationships.
• Works effectively with people from a variety of culturally diverse backgrounds.
• Knowledge of or experience with academic structure and terminology.
• Knowledge of office and administrative practices and principles.
• Knowledge supplies, equipment, and/or services ordering and inventory control.
• Organization skills.
• Time management skills.
• Skill using Microsoft Office Suite (Word, Excel, PowerPoint, Adobe, Teams).
• Skill for maintaining and updating departmental website and social media.
• Marketing skills to help with promotion of departmental programs and student recruitment.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Ability to effectively communicate in speech and writing.
• Ability to display consistent, positive communication and customer service skills.
• Ability to problem solve and make good decisions.
• Critical thinking and proactive service orientation.
• Ability to independently gather data, compiles information, and prepares reports.
• Ability to contribute effectively in a team setting and maintain good working relationships.
• Ability to work in an academic environment serving diverse constituencies.

 

Background Information

 

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/.. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/. is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

 

Salary

 

Anticipated salary range is $38,628 to $45,023. Annual salary commensurate with candidate's qualifications and related experience.

 

FLSA Status

 

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours worked.

 

Benefits

 

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the https://in.nau.edu/Human-Resources/Benefits/. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees arehttps://in.nau.edu/human-resources/benefits/ on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

 

Learning and Development

 

Your career at Northern Arizona University includes the opportunity for professional development. https://in.nau.edu/human-resources/orientation/ includes courses to be completed within the first 30 days.

 

Immigration Suppt/Sponsorship

 

NAU will not provide any U.S. immigration support or sponsorship for this position.

 

Application Deadline

 

November 18, 2024 at 11:59 p.m.

 

How to Apply

 

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the https://in.nau.edu/human-resources/or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

 

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, http://DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.

 

Equal Employment Opportunity

 

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

 

https://in.nau.edu/Human-Resources/Posters-Required-by-Law/

 

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

 

To apply, visit https://apptrkr.com/5766399

 

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