Administrative Services Assistant, Senior - 607969

Job Title

Administrative Services Assistant, Senior

Job ID

607969

Location

Engineering

• Administration

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

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 a hybrid position which 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.

Job Description

The College of Engineering, Informatics, and Applied Sciences (CEIAS) combines interdisciplinary scholarship and technological innovation with distinctive and forward-looking academic programs to support economic and societal vitality and entrepreneurship while preparing students for professional opportunities for the future.

We are currently seeking an Administrative Services Assistant, Senior to support the department of Mechanical Engineering through a wide range of advanced office and administrative support. Qualified candidates will have specialized functional knowledge to analyze and respond to administrative matters to ensure that departmental needs are being met and that University procedures and policies are being followed. This position will report directly to the Department's Chair with a dotted line to the Assistant Director of Operations for the College.

Departmental Support

• 60%

• Assist department in travel support (travel ticket processing and follow up etc.).

• Assist department with PCard purchases and creating purchase requests through the employee service center.

• Support professional student organization activities.

• Arrange and participate in meetings and prepare minutes, notices, manuals, agendas.

• Provide event planning for seminars, receptions, meetings, field trips, etc.

• Support Undergraduates and Capstone Senior Design activities.

• Participates in special projects and other duties as directed.

• Onboard student workers, staff, and PT faculty.

• Oversee Time and Labor entry and policy compliance.

• Plan and execute various departmental events including department meetings, industry advisory board meetings and departmental award ceremonies.

Administrative Support

• 20%

• Provide scheduling support for unit leadership.

• Support logistics for VIP visitors and candidate interviews.

• Support search processes not covered by shared services including scheduling job talks, creating itineraries, communicating with candidates, and coordinating the overall search process.

Operational Support

• 15%

• Track university and college action items and deadlines for unit.

• Prioritize and complete tasks assigned by the unit Chair in a timely fashion.

• Assist Departmental Leadership with Course Schedule data entry.

• Maintain departmental webpages and social media.

• Provide logistics for summer programs and special student programs.

• Maintain departmental files and paperwork.

• Exchange information and coordinate with other university and college staff.

• Maintain affiliation agreements.

Other

• 5%

• Other duties as assigned.

Minimum Qualifications

• High school degree, and

• 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

• 3 years administrative experience within a higher educational setting.

• Experience in event planning.

• Experience with Course.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of standard office policies and procedures.

• Knowledge of supplies, equipment, and/or services ordering and tracking.

Skills

• Develop and maintain good working relationships.

• Proficient in English composition, grammar, spelling and punctuation, and basic math.

• Excellent understanding of the Microsoft Office Suite (specifically MS Outlook, Teams, PowerPoint, Word, & Excel).

• Ability to operate a variety of office tools including personal computers, telephones, copiers, and internet based technology.

• Strong organizational and time management skills.

• Excellent customer service skills.

Abilities

• Ability to manage complex administrative tasks.

• Efficiently manages time with minimal supervision.

• Ability to prepare and send professional communications, specifically emails and announcements.

• Ability to solve problems utilizing available resources.

• Work independently & takes initiative to complete tasks and resolve challenges without prompting.

• Strong organizational skills (staying on top of due dates and managing data).

• Gather data, compile information, and prepare reports.

• Able to balance competing priorities and prioritize workload.

• 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

Anticipated salary range is $38,628 to $46,000. 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 22, 2024 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.