Administrative Svcs Assistant

Job description

Job Title: Administrative Svcs Assistant
Location: Upward Bound
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 605359
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

This position is subject to the availability of funding. The incumbent is not eligible for Classified Staff layoff or recall status.

Immigration Suppt/Sponsorship

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

Job Description

The Administrative Assistant will provide administrative support for two programs, Upward Bound Math Science (UBMS) and Upward Bound (UB). The qualified candidate will play a key role in the overall administration of each program. The Administrative Assistant will be expected to be well informed of two federal Grants, as well as NAU policies to ensure proper delivery of participant services, date reporting, financial oversight, and any other tasks necessary to meet the Grant objectives. Administrative Assistant must take the initiative in performing all their duties, to ensure an efficient office environment.

Administrative Responsibilities

  • Maintain a welcoming environment for employees, students, and visitors.
  • Oversee the day-to-day operations of the office and provide leadership for student workers.
  • Plan and make arrangements for meetings/events under general instructions from appropriate Supervisor; communicate arrangements (food orders, room rentals, technology needs, etc.) to appropriate Staff.
  • Maintain student files and ensure adherence to all regulations (state, federal, NAU, Working with Minors, etc.), policy, and procedures.
  • Maintain accurate electronic databases for UBMS and UB and assist with the preparation of annual federal Grant reports.
  • Submit work orders for office maintenance and repairs.
  • Participate in meetings and conferences pertinent to area of responsibility.
  • Perform additional tasks as assigned.

Internal and External Communication/Customer Service

  • Explain program policies and procedures to students, parents, faculty, staff, and outside entities.
  • Answer inquiries and compose correspondence on technical matters in accordance with established guidelines. Forward items to Supervisor(s) and/or appropriate staff.
  • Screen incoming phone calls, emails, and visitors; direct to appropriate staff and interpret department policy, procedure and operations.
  • Liaison for UBMS and UB programs (e.g. NAU Transportation/Fleet Services, Sodexo, Purchasing and Contracts, Business Support Services, etc.).
  • Liaison for UBMS and UB office space and work closely with other NAU departments regarding phones, computers, ordering supplies, and maintenance, etc.
  • Maintain regular communication with UBMS/UB Supervisors and Staff.

Budgetary/Fiscal Responsibilities

  • Initiate, monitor, and oversee a variety of account expenditures through PeopleSoft Financials and other methods.
  • Provide administrative support for purchasing card reconciliation, department travel, and process/maintain travel documents according to NAU policy.
  • Order office supplies and other items as needed.
  • Provide oversight of purchasing card use and reconciliation, keeping program accounts organized and separate.
  • Inform management of budget irregularities and proceed with corrective action(s).

Supervision of Student Workers

  • Implement appropriate and effective recruitment strategies, interview protocols and decisions regarding selection of student workers.
  • Provide effective and responsive orientation and ongoing training for student workers.
  • Supervise student workers, provide ongoing feedback, coaching, and complete annual student worker evaluations.
  • Delegate tasks and projects to student workers.
  • Approve student worker Louie Enterprise Reporting payroll system

Minimum Qualifications
  • Requires a high school degree, OR
  • Any equivalent combination of experience, training and/or education.

Preferred Qualifications
  • One year office/administrative experience

Knowledge, Skills, & Abilities
  • Knowledge of standard office and administrative policies and procedures.
  • Knowledge of supplies, equipment, and/or services ordering and inventory control.
  • Ability to supervise student employees.
  • Experience in database entry and management.
  • Ability to problem solve and make decisions.
  • Skill in developing and maintaining good working relationships.
  • Proficient in English composition, grammar, spelling and punctuation, and basic math.
  • Skill in both oral and written communication.
  • Skill in the use of technology and software, including Microsoft office suite, Google suite, Adobe Acrobat, and Publishing software/apps/programs.
  • Operates a variety of office machines including personal computers, telephones, and copiers.
  • Problem solving and organizational capabilities.
  • Provides excellent customer service.
  • Balances competing priorities.
  • Demonstrate familiarity with issues affecting rural, first-generation low-income students and their families.
  • Demonstrate experience working 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.


This is an 11-month, full-time position. The budgeted salary amount is $31,230 - $33,500.

**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.


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

May 6, 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.

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: 4/24/2021
Application Due: 5/8/2021
Work Type: Full Time