Job Title: Administrative Assistant
Location: Student Affairs
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 604710

Workplace Culture

NAU is a community devoted to student success and sustained by an unshakable commitment to our shared mission, vision, and values. We—faculty, staff, and administrators—thrive by combining our efforts and working side by side to further NAU’s culture of excellence.

 

Special Information

This position reports to the Assistant Vice President of Student Affairs and receives direction from multiple directors of student success programs.

 

The work hours are 8:00 a.m. to 5:00 p.m. Monday through Friday, with rare non-standard work hours.

Only complete applications will be considered, and must include a resume, cover letter outlining interest in position and how past experience matches with job requirements, and 3 professional references.

 

Immigration Suppt/Sponsorship

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

 

Job Description

 

• Provide primary administrative staff support to multiple Student Affairs departments including primary administrative support for the Assistant Vice President.
• Maintain a professional, customer-service focus in a fast-paced environment.
• Provide reception duties, including greeting all students, families, faculty, staff, and guests visiting the Student Affairs suite, and direct inquiries to appropriate Student Affairs program personnel.
• Hire, train, supervise, and evaluate student employees.
• Initiate personnel-related documents and online forms for student employees throughout the supported departments.
• Assist with staff travel arrangements and documentation, adhering to appropriate policies and procedures.
• Serve as administrative support for department search committees, including logistics and candidate travel arrangements.
• Support departments through purchasing-card activity, vendor purchases, food purchases, catering orders, room scheduling, and/or office supply inventory with Business Support Services staff as required.
• Assist with data entry, documentation, and reporting involving student activity, student employment, course builds, staff professional development, revenue and/or expenditures as instructed.
• Assist with the logistical aspects of new employee onboarding.
• Coordinate with ITS to obtain access to departmental shared folders and email inboxes.
• Maintain knowledge of financial, travel, and time reporting policies, and alert directors to any changes.
• Serve as Human Resources (HR) liaison for assigned departments.
• Provide event planning support and event assistance, as needed.
• General office duties include processing facility work orders, maintaining fixed asset inventory, stocking office supplies, maintaining office copier, maintaining work room and office suite cleanliness, etc.
• Other duties as assigned.

 

NAU is currently engaged in an Organizational Growth and Effectiveness Initiative, which focuses on positioning the University for future success of its operational practices. As a result, some aspects of this position may be subject to change, such as, but not limited to: duties, titles, reporting structure, etc.

 

 
Minimum Qualifications

• Four years of increasingly responsible office/administrative experience; OR,
• Any equivalent combination of experience, training and/or education.

 

Preferred Qualifications

 

• Bachelor’s degree.
• Experience with professional business and financial processes.
• Experience working in higher education with multiple program stakeholders located in various offices.

Knowledge, Skills, & Abilities

• Knowledge of standard office policies and procedures.
• Excellent computer skills, including Word, Excel, and Outlook.
• Excellent writing skills.
• Ability to communicate effectively.
• Ability to thrive in a fast-paced environment with frequently changing priorities.
• Ability to quickly learn and apply new policies, processes, and procedures.
• Ability to problem solve and make decisions with limited guidance.
• Ability to develop and maintain effective working relationships.
• Ability to work effectively with people from a variety of culturally diverse backgrounds.

 

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.

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 the Northern Arizona University Police Department releases an annual security report. The report is a result of the federal law known as the Clery Act and contains policy statements that address the school’s policies, procedures and programs concerning safety and security including policies for responding to emergency situations and sexual offenses. The report contains three years of data for Clery reportable crime statistics for the campus along with the most current year’s Fire Safety Report, which includes policy statements and fire statistics for Flagstaff on-campus student housing.

The report may be viewed at nau.edu/clery or by visiting the NAUPD website. A printed copy of the report is available upon request by contacting the NAU Police Department, Records Department at (928)523-8884 or by visiting the department at Building 98A on the NAU Mountain Campus.

 

Salary

This position's pay grade is 33. The salary range for this paygrade can be found on the CLS Grade Schedule.

 

**The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information.

 

 

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 at 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 are eligible for 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. More information is available at: https://in.nau.edu/human-resources/eligibility-enrollment/

 

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days (https://in.nau.edu/Human-Resources/Required/). If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years.

 

Application Deadline

 

November 26, 2019 at 11:59pm

 

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 line at 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 Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, 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.

 

EEO is the Law Poster and Supplements

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