Skip to main content

This job has expired

Administrative Services Assistant, Senior

Employer
Northern Arizona University
Location
School of Communication

View more

Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Job Title: Administrative Services Assistant, Senior
Location: School of Communication
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 605817
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


Immigration Suppt/Sponsorship

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


Job Description

The Administrative Services Assistant, Sr. for the School of Communication manages the front office operations of a very busy department and provides administrative support for six dynamic programs. The position requires a variety of advanced office/administrative skills related to the work unit; and ability to analyze and respond to administrative matters within established limits to ensure that the department’s needs are being met and that University procedure and policies are being followed.

Recruitment - 30%

  • Work with SBS Operation Teams to file e-pars for part-time faculty, students and part-time employees. Enter information into Service Now.
  • Work with SBS Operation Teams to recruit and hire student workers and part-time faculty.
  • Provide new onboarding support to new employees including required trainings, timesheets, parking permits, room assignments, keys, etc.

General Department and Academic Support - 20%

  • Manage front office operations.
  • Supervise 4-6 student workers.
  • Maintain departmental documents including syllabi on shared drive (NAUShares).
  • Maintain internship records and employer evaluations.
  • Track and record scholarship awards to recipients.
  • Review and route various student petitions, independent study docs, and change of grade forms.
  • Accept, log, and/or return packages via Fed-EX.
  • Manage office supply inventory.
  • Back-up class scheduler.

Building Management - 20%

  • Lock and unlock building/classroom doors when needed.
  • Back up evening closer.
  • Oversee copier maintenance and supplies.
  • Follow up with facilities regarding safety and cleaning issues.
  • Issue swipe cards, omnicodes, and Lenel access (security system).
  • Manage retention of old documents and disposal.
  • Assist building manager with access and deactivation of doors.
  • Collaborate with building manager to identify need for keys in each area; and ensure keys are checked out as needed and distributed to appropriate faculty, staff, or student workers. Update key inventory.
  • Manage computer inventory.
  • Serve as assistant building manager during the academic year and full time building manager during June and July.

    Scheduling & Communication - 10%

    • Keep unit calendar up-to-date with activities, meetings, and events.
    • Manage 4 different listserves.
    • Communicate regularly with Director and Department leadership on various topics.
    • Participate, plan and prepare for departmental meetings and take minutes.

    Financial - 10%

    • Work with SBS Operation and Financial Teams to assist Department Chair with fiscal transactions.
    • Keep track of student worker budget for the department.

    Other - 10%

    • Provide administrative support to faculty for special projects or workshops.
    • Other duties as assigned.

    Minimum Qualifications
    • High school degree, and
    • 1-3 years of relevant experience required, or
    • Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

    Preferred Qualifications
    • Bachelor's degree
    • Five years of directly related administrative experience
    • Knowledge of payroll policies
    • Knowledge of or experience with PeopleSoft Class Scheduling processes and CourseDog scheduling

    Knowledge, Skills, & Abilities
    • Knowledge of or experience with academic structure and terminology.
    • Knowledge of office and administrative practices and principles.
    • Knowledge supplies, equipment, and/or services ordering and inventory control.
    • Develops and maintains good working relationships.
    • Proficient in English composition, grammar, spelling and punctuation, and basic math.
    • Organization skills.
    • Skills using Microsoft Office Suite (Word, Excel, PowerPoint, Adobe).
    • Ability to problem solve and make decisions.
    • Ability to effectively communicate in speech and writing.
    • The ability to work effectively with people from a variety of culturally diverse backgrounds.
    • Ability to display consistent, positive communication and customer service skills.
    • Ability to gather data, compiles information, and prepares reports.
    • Ability to contribute effectively in a team setting and maintain good working relationships.
    • Ability to work in an academic environment serving diverse constituencies.

    COVID-19 Vaccination Requiremt

    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 January 18, 2022. For questions about vaccines and medical or religious accommodations, please visit FAQs for Employee Vaccination Requirement.


    Background Information

    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.


    Salary

    Salary range begins at $36,018. Annual salary commensurate with candidate's qualifications and related experience.


    FLSA Status

    This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time 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

    December 14, 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.


    Organization

    About Northern Arizona University

    Northern Arizona University sits at the base of the San Francisco Peaks, on homelands sacred to Native Americans throughout the region. We honor their past, present, and future generations, who have lived here for millennia and will forever call this place home.

    Founded in 1899, Northern Arizona University is a community-engaged, high-research university that delivers an exceptional student-centered experience to its nearly 28,000 students in Flagstaff, at 22 statewide campuses, and online. Building on a 123-year history of distinctive excellence, NAU aims to be the nation’s preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond. NAU is committed to meeting talent with access and excellence through its impactful academic programs and enriching experiences, paving the way to a better future for the diverse students it serves and the communities they represent.

    Why work at Northern Arizona University?  

    Vision 
    NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

    Mission
    NAU transforms lives and enriches communities through high-quality academics and impactful scholarship, creative endeavors, and public service.

    Commitment
    NAU will educate, support, and empower students from all backgrounds, identities, and lived experiences to reach their full potential and contribute to a more just, equitable, inclusive, prosperous, and sustainable future.

    NAU- 2025 Elevating Excellence Priorities

    • Academic Excellence
    • Student Success
    • Commitment to Indigenous Peoples 
    • Impactful Scholarship
    • Mission Driven and Diverse Faculty and Staff
    • Community Engagment 
    • Sustainable Stewards of Resources 

    Diversity

    Northern Arizona University is committed to bringing excellence to our campus through a variety of backgrounds, skills, experiences, and perspectives.  We respect and value diversity among our faculty, staff, and students.

    Learn more about our affirmative action plan and commitment to diversity.

    Benefits for Northern Arizona University Faculty and Staff 

    Why work at NAU?

    Why choose Flagstaff?

    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 the intersection of Interstate 17 and Interstate 40.With its elevation of 7,000 feet and four-season climate, Flagstaff is ideal for year-round outdoor activities. Nearby attractions include the Grand Canyon, Lowell Observatory, Oak Creek Canyon, Sedona, Monument Valley, Sunset Crater, Meteor Crater, and Arizona Snowbowl.

    Flagstaff was recently ranked the 6th Least Stressful City in the United States by SmartAsset.com.  Come see what Flagstaff is all about and search our job openings to see what NAU can offer to you.

    Northern Arizona University across Arizona

    NAU also has a variety of statewide campuses that are employees work at including, but not limited to:

    • NAU- Yuma
    • NAU- North Valley (Phoenix, AZ)
    • NAU- Phoenix Biomedical Campus 
    • and many of our Arizona Community Colleges 

    Diversity

    Northern Arizona University is committed to bringing excellence to our campus through a variety of backgrounds, skills, experiences, and perspectives.  We respect and value diversity among our faculty, staff, and students.

    Learn more about our affirmative action plan and commitment to diversity.

    For any questions about Northern Arizona University or employment opportunities please contact HR.Contact@nau.edu

    Company info
    Website
    Telephone
    928-523-2223
    Location
    PO Box 4113 Flagstaff, AZ 86011
    Flagstaff
    AZ
    86011
    United States

    Get job alerts

    Create a job alert and receive personalized job recommendations straight to your inbox.

    Create alert