Administrative Services Assistant

Job description

Job Title: Administrative Services Assistant
Location: Indigenous Student Success
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 605134
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.

Core Values One NAU side by side Student Centered | Integrity | Diversity | Service | Discovery | Excellence Northern Arizona University


Special Information
  • Regular, Benefits-Eligible 40 hours/week.
  • Position located on the NAU Flagstaff Campus in Flagstaff, AZ.
  • Must possess current and valid Arizona driver’s license upon hire.
  • A letter of interest, resume, and three (3) professional references must be included with the online application. References should speak to the candidate’s work performance and character.

Immigration Suppt/Sponsorship

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


Furlough/Pay Reduction Program

Northern Arizona University has implemented a salary reduction with personal flex time program in fiscal year 2021, as a result of COVID-19. It is possible for this position to be subject to this program. Details can be found on the HR website.


Job Description

The Office of Indigenous Student Success (OISS) and the Office of Inclusion: Multicultural & LGBTQIA Student Services (IMQ) are student support services departments in the Division of Student Affairs. Both Offices provide a variety of services and programs for prospective, undergraduate and graduate students that includes guidance with academics, financial aid/tribal aid, personal, career and culture, peer mentor support, connection to resources, cultural events and activities, and other educational opportunities. OISS is located in the Native American Cultural Center. IMQ is located in the University Union – Fieldhouse. OISS works in collaboration with the campus community to increase the retention and graduation rates of Native American, Alaska Native and Native Hawaiian college students. IMQ works in collaboration with the campus community to increase the retention and graduation rates of Multicultural & LGBTQIA students.

Internal/External Customer Service/Communication:

  • Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
  • Answers inquiries and composes correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
  • Schedules appointments for staff, confirms or reschedules appointments as needed.
  • Monitors department emails, evaluates inquires, and responds appropriately.
  • Oversees office communications including, but not limited to preparation of the newsletter and other publication using publishing software, disseminating information to student participants, and updating the department website.
  • Responds to technical administrative questions and ensures necessary follow up.
  • Serves as liaison to faculty, staff, students, alumni, outside agencies and the public concerning information.

Supervision of Student Employees:

  • Implement appropriate and effective recruitment strategies, interview protocols, and decision regarding selection and hiring of student staff.
  • Demonstrate familiarity in basic tenets of supervision and application of supervision techniques.
  • Provide supervision of student workers, including ongoing feedback and coaching, and periodic evaluation.
  • Maintain hiring, payroll and other related personnel documents.
  • Develops schedules and training of student personnel and serves as the primary supervisor for the front desk staff.
  • Assist student employees with initiation and completion of projects and other work assignments.

Budgetary/Fiscal Responsibilities:

  • Assists in preparing, monitoring, and maintaining department accounts.
  • Processes PeopleSoft financial transactions, researches and initiates purchases, purchasing card transactions and monthly reconciliation.
  • Ensures that all financial documents are in order and in compliance, creates account spreadsheets, assists in preparing financial reports for the director, university and outside agencies, and works closely with the Business Support Services.
  • Coordinates business affairs and personnel matters and maintains unit documents such as ledgers, personnel records, budget data and financial records; ensures adherence to policy and procedure and monitors processes and documentation for accuracy.
  • Prepares and processes required forms and documentation through NAU Contracts and Purchasing in accordance with NAU Policies and Procedures.

Administrative Responsibilities:

  • Performs a variety of administrative support activities such as composing replies to correspondence on own initiative, interpreting and explaining established policy and procedure in response to inquiries from a variety of sources.
  • Summarizes reports and information to facilitate review by supervisor and investigating, evaluating, and resolving problems within scope of position.
  • Word processes correspondences, reports or other documents from rough draft; corrects grammar, spelling and punctuation errors; edits wording without changing intended message.
  • Plans and arranges meetings or workshops under general instructions from supervisor; communicates arrangements to appropriate individuals.
  • Organizes and maintains recordkeeping systems for department. Monitors records retention and disposition (accounts, personnel files, student records, and general office correspondence and other information).
  • Researches, summarizes, and analyzes information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information following supervisor’s general direction; selects relevant information from a variety of sources.
  • Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation.
  • Processes documentation for onboarding and departure of staff in accordance with Human Resource and Business Support Services policies and procedures.
  • Performs data entry and assists in collecting program data from student visits, events, and programs; works with staff to ensure accuracy and consistency of data and assists in preparing data for reports.
  • Arranges and prepares travel and documentation: travel authorizations, reimbursement, transportation, lodging, and per diem.
  • Implements new policies, procedures or practices impacted by decisions made by supervisor.
  • Orders office supplies, conducts inventory of supplies and equipment, and assists with department and equipment maintenance and purchases.
  • Recommends new or revised department policies and procedures; coordinates and implements approved changes in policies and procedures affecting assigned function; updates affected policy/procedure manuals.
  • Coordinate, schedule and track progress of specialized work projects or departmental functions.
  • Participates in professional development and other training as it relates to job responsibilities.
  • Participates in special projects with staff as directed.
  • Performs other duties as assigned.

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

Preferred Qualifications
  • Associate degree or two years college education.
  • Ability to create and maintain a supportive and welcoming reception area for students.
  • Customer service experience.
  • Ability to work and communicate effectively with students, staff, faculty, administrators and with people from a variety of intersectional and culturally diverse backgrounds.
  • Strong knowledge of supervisory practices and principles.
  • Ability to work professionally and independently with a minimal supervision, and to function smoothly in a moderately-paced office environment with frequent interruptions.
  • Knowledge of NAU Policy and Procedures.
  • Valid Arizona driver’s license.

Knowledge, Skills, & Abilities
  • Knowledge of basic accounting/budgeting procedures.
  • Knowledge of standard office policies and procedures.
  • Skill in developing and maintaining good working relationships with a diverse group of individuals, university community, outside communities, agencies, and Indigenous communities.
  • Skill in English composition, grammar, spelling, and punctuation.
  • Skill in basic math.
  • Skill and high proficiency in using computers, software (Microsoft Office Suite, Google Suite, Adobe Acrobat, Outlook) and social media platforms.
  • Ability to problem solve, make decisions, prioritize, and be organized.
  • Ability to effectively communicate.
  • The 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.

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 Annual Security Report. 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 Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus and NAU-Fort Defiance as these campuses have 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

The budgeted salary amount is $33,000 - $35,000.

Commensurate with experience.

**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 on the Human Resources benefits website. 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.


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. 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 30, 2020 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 Human Resources website 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.


General Information

Both departments adhere to COVID-19 safety precautions and staff members work in person and/or telecommute or a combination of both.


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.


 

 

 

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Job No:
Posted: 11/18/2020
Application Due: 2/16/2021
Work Type:
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