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Administrative Services Assistant, Senior

Northern Arizona University

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Administrative Services Assistant, Senior

Location: Inst. for Human Development
Regular/Temporary: Regular
Job ID: 607098
Full/Part Time: Full-Time

Workplace Culture

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.

Special Information

  • 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.
  • This position has the ability to be a hybrid or on-site position.
    • A hybrid position allows the incumbent to complete their work at both an NAU site, campus, or facility and at a non-centralized site with or without accommodation.
    • An on-site position requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.

Job Description

Northern Arizona University's Institute for Human Development (NAU-IHD) seeks an Administrative Services Assistant, Senior. This position will provide logistical, administrative, and project support to the American Indian Vocational Rehabilitation Training and Technical Assistance Center (AIVRTTAC) project and other IHD programs.

The Institute for Human Development (IHD) is an interdisciplinary unit and the oldest Institute at NAU. IHD is housed in the College of Social and Behavioral Sciences on the campus of NAU in Flagstaff, Arizona. IHD is a University Center for Excellence in Developmental Disabilities (UCEDD) emphasizing four core function areas: Research and Evaluation, Interdisciplinary Education and Training, Community Service, and Information Dissemination.

Administrative Support - 35%
  • Serves as primary administrativeAmerican Indian Vocational Rehabilitation Training and Technical Assistance Center (AIVRTTAC) project.
  • Resolves routine administrative problems and drafts/prepares answers to routine inquiries concerning IHD activities and operations.
  • Provides exceptional customer service at front desk and via telephone and email.
  • Maintains distribution lists and listservs.
  • Manages departmental communication including project correspondence.
  • Creates flyers and announcements.
  • Responsible for updating the IHD website and the AIVRTTAC websites.
  • Liaisons with the NAU Service Teams as needed.
  • Maintains calendaring for administration.

Project Logistical Coordination - 30%
  • Schedules and coordinates meetings, including in-person and virtually online.
  • Prepares agendas, coordinates logistics, sends communications, creates materials, and takes minutes.
  • Sends meeting reminders and communicating with attendees, including follow-up on action items and relevant information.
  • Provides logistical coordination for state, regional and national trainings.
  • Manages training and event registrations.
  • Provides supports for webinars.
  • Coordinates staff travel which may include making hotel, flight, and rental car reservations; preparing and submitting documentation for university business trips, processing reimbursements expense reports for travel and maintaining records. Enters/tracks service team tickets for travel.
  • Tracks project benchmarks, project timelines, and associated deadlines.
  • Creates Qualtrics surveys, manages survey data, and will be responsible for disseminating information.
  • Manages HIVE, a project management platform.

Financial Support - 30%
  • Contributes to the creation of the program budget and monitors budget for program expenditures; advises department leadership on discrepancies with expenditures.
  • Places orders to purchase supplies and materials, including alternative technical products and bulk purchases.
  • Assists with managing grants, contract renewals, subcontracts, consulting agreements, and working files to ensure that funding agency goals and deadlines are met.
  • Ensures contracts and processes for payments are in place, in collaboration with IHD and Finance service teams.
  • Tracks Purchase Orders and invoice payment status via service team ticketing process.
  • Prepares and processes departmental financial purchases by entering service team tickets and uploading appropriate documentation, monitoring service team actions and payments.
  • Prepares financial reports when requested by Assistant Director.
  • Maintains accurate expense allocations to the appropriate Speedchart budget and grant number as needed.
  • Uses departmental purchasing card for approved expenditures and completes reconciliation of purchasing card transactions in accordance with purchasing card policies and procedures.

Other - 5%
  • Participates in meetings and trainings.
  • Provides new staff and students assistance with learning how to use Zoom, Adobe, and Outlook.
  • Other duties as assigned.

Minimum Qualifications

  • High School Degree.
  • 1-3 years related experience.
  • A combination of related education, experience and training may be used as an equivalent to the above Minimum Requirements.

Knowledge, Skills, & Abilities

  • Knowledge of standard office policies and procedures.
  • Knowledge of supplies, equipment, and/or services ordering and inventory control.

  • Develop and maintain good working relationships.
  • Proficient in English composition, grammar, spelling and punctuation, and basic math.
  • Records and inventory maintenance.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Planning, organizing, coordinating, and facilitating skills.
  • Event planning skills.
  • Project management skills.
  • Customer service skills.

  • Manages complex administrative tasks.
  • Efficiently manages time with minimal supervision.
  • Effectively uses cloud-based collaboration software (e.g., MS Teams).
  • Prepares professional communications.
  • Problem solving abilities.
  • Works independently, takes initiative.
  • Organizational capabilities.
  • Communicates effectively.
  • Provides excellent customer service.
  • Gathers data, compiles information, and prepares reports.
  • Balances competing priorities.
  • Promotes a diverse, inclusive, and welcoming environment.

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 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 range begins at $37,584. Annual salary commensurate with candidate's qualifications and related experience.

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.

Immigration Suppt/Sponsorship

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

Application Deadline

April 24, 2023 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 Disability Resources Office at 928-523-8773, [email protected], or PO Box 5633, 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.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

To apply, visit

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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?  

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

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 


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  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 


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 [email protected]

Find Us
PO Box 4113 Flagstaff, AZ 86011
United States

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