Executive Assistant Location:
Cline Library Regular/Temporary:
Regular Full/Part Time:
Full-Time Job ID:
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.
NAU will not provide any U.S. immigration support or sponsorship for this position.
Cline Library seeks an Executive Assistant to the Dean and University Librarian. The Executive Assistant (“EA”) reports to the Manager, Financial Oversight, and provides detailed, anticipatory support to the Dean by performing varied and confidential administrative functions that support the Library’s strategic priorities. The EA performs a critical role in Cline Library by supporting objectives of the Dean. This position is expected to work at a professional level demonstrating judgment, discretion and independent analysis in carrying out duties. It requires contact with diverse internal and external parties on behalf of Cline Library and the Dean.
Duties and Responsibilities
- Serves as first point of contact/resource person for the front service desk in the Office of the Dean, providing excellent customer service to library staff and patrons in-person, via telephone, or via email.
- Manages the Dean’s calendar including scheduling of on- and off-campus appointments and meetings; provides planning and logistical support for Dean-sponsored meetings, retreats, and events; prepares agendas; maintains distribution lists; makes room reservations; arranges for catering; preps and distributes materials; coordinates AV support; executes appropriate follow through on meetings, as necessary, including meeting notes and minutes; and other related tasks.
- Serves as liaison to the Office of the President, Office of the Provost and other high-level administrative offices.
- Acts as primary point of initial contact on matters directed to the Dean and triages issues by re-routing to an alternative contact, bringing forward to the Dean, or finding calendar time for the Dean to address.
- Under direction of the Dean prepares presentations and drafts correspondence, reports and emails.
- Coordinates with the service team on travel arrangements for the Dean including submitting receipts for reimbursement, as necessary.
- Prepares communications and mailings for donors and potential donors.
- Works with the Dean to research, summarize and analyze information and statistics. Compiles data needed to prepare special and recurring reports containing specialized or sensitive information.
- As part of the Dean’s Office team, may contribute to the performance of other tasks such as travel assistance for other Cline employees, providing support for library events and activities, assistance with job searches, etc.
- Actively participates in achieving organizational priorities. Contributes positively to unit and library-wide planning and initiatives.
- High school degree; and
- 1-2 years of relevant experience; OR
- A combination of related education, experience, and training may be used as an equivalent to the above minimum requirements.
- Experience with PeopleSoft.
- Experience with calendaring software such as Microsoft Outlook.
- Experience with Microsoft SharePoint, Word, and Excel.
- Experience with hiring and review processes.
Knowledge, Skills, & Abilities
- Knowledge of administrative principles and practices.
- Knowledge of principles and processes for providing outstanding customer and personal services.
- Knowledge of records administration and maintenance techniques and procedures.
- Excellent communication skills including interpersonal, oral and written. Knowledge of grammar, spelling, and punctuation; ability to draft correspondence, reports, presentations, etc.
- Ability to manage sensitive information while maintaining confidentiality.
- Ability to maintain a high level of organization and incredible attention to detail while anticipating needs, challenges, logistics, and opportunities.
- Ability to establish and maintain effective relationships with a diverse population of students, faculty, staff, and community users.
- Ability to display sound, mature judgment and decision-making ability, including knowing what can be handled independently and what should be brought to the Dean's attention.
- Ability to use basic statistics to analyze data and prepare reports.
- Ability to effectively use current and emerging technologies, including a variety of web applications and productivity software; commitment to self-directed learning.
COVID-19 Vaccination Requirements - Under the recent executive order issued by President Biden requiring all employees of federal contractors to receive COVID-19 vaccinations, NAU expects all employees, including new hires, to be vaccinated unless they have an approved medical or religious accommodation. Proof of vaccination will be required by December 8, 2021. For questions about vaccines and medical or religious accommodations, please visit FAQs for Employee Vaccination Requirement.
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 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.
Commensurate with experience.
The budgeted salary amount is $41,421 - $45,421.
**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.
Applications received by September 29, 2021 will be given full consideration. Applications received after that date may be considered until the position is filled.
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.