Administrative Svcs Assist, Sr
Job Title: Administrative Svcs Assist, Sr
Location: Civic Service Institute
Full/Part Time: Full-Time
Job ID: 605174
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.
Supports the Civic Service Institute’s AmeriCorps Programs which include Arizona Ready for College and Career (ARCC), Alternatives to Managing Pain and Prevention (AMPP), and Environmental Stewardship Planning Grants, and VISTA Programs.
Performs a variety of advanced office/administrative support duties related to the unit, which require a thorough knowledge of functions within the department. Uses specialized functional knowledge to analyze and respond to administrative matters within established limits to ensure that the department’s needs are being met and that University procedures and policies are being followed.
This position is subject to the availability of funding. The incumbent is not eligible for Service Professional non-renewal notice, or Classified Staff layoff or recall status.
With your application upload 1) current resume, 2) letter of interest, and 3) names and contact information for three professional references.
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.
Essential Position Responsibilities
- Supervises student worker/work study or other subordinate staff.
- Performs work in PeopleSoft Financials for the AmeriCorps Programs. This includes adding vendors, requesting travel reimbursements, IPTs, IDTs, producing payments with purchase orders and requisitions, and reconciling P-card purchases for the programs, including uploading receipts in OnBase.
- Acts as purchase card liaison for AmeriCorps programs; reconciles purchases and transfers charges to appropriate accounts. Responsible for knowing and applying purchase card policy.
- Processes payroll biweekly in PeopleSoft for staff and members. Tracks AmeriCorps member payments. Investigates, evaluates, and resolves problems.
- Performs a variety of administrative support activities for work unit 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, summarizing reports and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position.
- Serves as AmeriCorps Program liaison to current and prospective members and partner sites through email and telephone correspondence. Answers routine questions about programs, time sheets, accessing Louie, accessing programmatic sites, how to apply, upcoming events, etc.
- Receives and screens telephone calls and email inquiries; assists callers by answering questions or providing information regarding office/department policies or procedures; determines when referral to supervisor, appropriate staff member or other office is appropriate.
- Collects and manages partner site financial information including: in-kind forms and payment invoices. Processes invoice payments and deposits funds into proper accounts.
- Track, document and assist progress of new member applications. Processes member applications, including checking applications for completeness, submitting background checks and fingerprint checks, entering ePARS for new members, and communicating with on-site and remote staff about status of applications.
- Ensures all files are in compliance with state and national standards and would be able to pass an audit by NAU, the Governor’s Office, and the Corporation for National and Community Service.
- Creates and tracks member and mentor agreements through the signatory process.
- Tracks and organizes relevant program information.
- Helps organize and prepares administrative reports, assists in submitting quarterly reports to Sponsored Projects and to funding offices.
- Coordinates business affairs and personnel matters. Creates ePars, funding change forms, I9 verification, and follow up with HR on any errors or inconsistencies for members. Maintains unit documents such as personnel records, program files, budget data, and financial records.
- Acts as primary contact for assigned function with CSI staff, Governor’s Office of Youth, Family, & Faith (GOYFF), AmeriCorps Regional Office (VISTA), and NAU staff in relevant offices such as HR, IT, Financial Aid, Accounts Payable, Contracts & Purchasing, Sponsored Projects, NAU Foundation, and Bursars Office. Develops and maintains positive working relationships. Responds to technical administrative questions and ensures necessary follow up.
- Researches, summarizes, and analyzes information; calculates statistics and compiles data to prepare special and recurring reports (such as Governor’s report) containing specialized or sensitive information; selects relevant information from a variety of sources. Communicates information to appropriate CSI staff, members and mentors.
- May assist with planning and arranging conferences, orientations, and trainings; communicates arrangements to appropriate individuals; develops and maintains relationships with staff at mentor sites, NAU offices, and community agencies.
- Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation. Takes minutes at Community Engagement Committee (CEC) meetings, central staff meetings, and AmeriCorps meetings. Distributes minutes to appropriate parties.
- Recommends new or revised department policies and procedures; coordinates and implements approved changes in policies and procedures; updates affected policy/procedure manuals; ensures adherence to office and program policies and procedures, and monitors processes and documentation for accuracy.
- May assist with fundraising, recognition events, and special staff projects.
- Other duties necessary for the effective operation of the department.
- Requires a high school degree, may require an Associate’s degree; AND,
- 1-3 years of relevant experience required; OR,
- A combination of related education, experience, and training may be used as an equivalent
- Experience with National Service programs and/or volunteering and service programs.
- Experience with NAU PeopleSoft System and Business Objects.
Knowledge, Skills, & Abilities
- Knowledge of standard office policies and procedures
- Strong organization skills.
- Develops and maintains good working relationships.
- Proficient in English composition, grammer, spelling and punctuation, and basic math.
- Records maintenance.
- Micosoft Office Suite (Word, Excel, PowerPoint).
- Operates a variety of office machines including personal computers, telephones and copiers.
- Solves problems.
- Communicates effectively with colleagues, the public, members, partners, and funders.
- Provides excellent customer service.
- Gathers data, compiles information, and prepares reports.
- Balances competing priorities.
- Promotes a diverse, inclusive environment and owrks effectively with people from a variety of culturally and diverse backgrounds.
- Works independently.
- Functions well as a team member.
Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check.
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.
The budgeted pay range for this position is $35,000 - $38,000, 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.
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.
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.
January 12, 2021 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.
Northern Arizona University has a student population of 31,073, including approximately 23,000 on its main campus in Flagstaff and the remainder at more than 20 locations statewide and online.
Committed to a diverse and civil working and learning environment, NAU has earned a solid reputation as a university with all the features of a large institution but with a personal touch, with a faculty and staff dedicated to each student’s success. All faculty members are expected to promote student learning and help students achieve academic outcomes.
While our emphasis is undergraduate education, we offer a wide range of graduate programs and research. Our institution has carefully integrated on-campus education with distance learning, forming seamless avenues for students to earn degrees.
Flagstaff has a population of about 70,000, rich in cultural diversity. Located at the base of the majestic San Francisco Peaks, Flagstaff is 140 miles north of Phoenix at intersection of Interstate 17 and Interstate 40.
The university is committed to a diverse and civil working and learning environment.
For information about diversity, access and equity at NAU, see the Center for University Access and Inclusion webpage.
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.
NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.