Administrative Services Assistant, Senior

Location: Marketing Department
Regular/Temporary: Regular
Job ID: 607267
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 is a hybrid position which allows the incumbent to complete their work at both the NAU Flagstaff campus and at a non-centralized site with or without accommodation.
• Interested candidates are required to submit a cover letter, resume, and three professional references.

Job Description

Northern Arizona University seeks an experienced and dynamic administrative professional to serve as the Assistant to the University's Marketing Department. Reporting directly to the Assistant Director of Marketing Project Management and Operations with a dotted line to the Chief Marketing Officer (CMO), this position provides frontline support to the CMO, directors, and unit leadership and is responsible for varied administrative functions and other necessary tasks associated with the operation of the unit. The successful candidate will act as an advocate for the NAU brand, develop new and nurture existing campus partnerships, and collaborate at all levels across the institution to fulfill NAU's mission.

Department Administrative Support - 60%

• Support a variety of marketing administrative functions.
• Serve as main point of general contact for the Marketing office.
• Create a welcoming atmosphere for faculty, staff, students, and visitors.
• Direct office functions and organizational practices; organizes and maintains files and records; provides general office support for the department.
• Create and maintain unit contact lists, email and mailing lists, organizational charts, and list servs.
• Serve as liaison to administrators, faculty, staff, students, outside agencies, and the public by providing information, facilitating communication, or resolving problems.
• Liaison with the NAU Service Teams as needed.
• Work with colleagues in other university units to ensure compliance with all relevant policies and best practices.
• Review bi-weekly payroll processing and other personnel initiation activities such as ePAR, HireXpress and background check processes.

Senior Leadership Administrative Support - 30%

• Provide calendaring support to the department's unit leaders; coordinates the scheduling of meetings and other activities with their direction; manages special projects.
• Coordinate meeting space logistics, send communications, prepare materials, and take minutes.
• Disseminate department-wide announcements/communications on behalf of CMO and other unit leaders.
• Work with unit leaders to ensure coordination of activities and assist with unit events.
• Work with unit leaders and other departments in fulfilling unit goals.
• Maintain confidentiality and discretion regarding the marketing business and files.

Other - 10%

• Provide consulting and support for major institutional initiatives.
• Recommend and contribute to the development of policies and procedures related to marketing services.
• Represent University Marketing on various committees, work groups and employee forums.
• Perform various other duties, as assigned.

Minimum Qualifications

• High School Degree.
• 1-3 years related experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Education or experience in marketing or related field.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of administrative practices and principles.
• Knowledge of Outlook calendaring.
• Knowledge of standard office policies and procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Knowledge of record management.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong human relations skills and record of success working across an organization with diverse colleagues, students, and clients.
• Strong organizational skills and experience in coordinating and executing complex projects.
• Skill in planning, analyzing, coordinating, and prioritizing multiple activities/tasks.
• Strong organizational and planning skills.
• Preparing reports and summaries.

Abilities

• Ability to work independently and manage projects.
• Ability to display consistent, positive communication and customer service skills.
• Ability to synthesize information and prepare reports.
• Ability to write formal correspondence, draft reports, and other documents.
• Ability to work effectively with people from diverse cultural backgrounds and operating/communicating styles.
• Balances competing priorities.
• Demonstrates problem solving, organizational, and analytical capabilities.
• Promotes a diverse, inclusive environment.
• Ability to contribute effectively in a team setting.
• Ability to work in a dynamic, fast-paced 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

Anticipated salary range is $37,584 - $45,023. 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.

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.

Immigration Suppt/Sponsorship

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

Application Deadline

July 10, 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, DR@nau.edu, 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 https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=607267&PostingSeq=1







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