Part-Time Assistant Project Coordinator

Part-Time Assistant Project Coordinator

Location: MIRA
Regular/Temporary: Temporary
Job ID: 606677
Full/Part Time: Part-Time

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.



Special Information

This position is posted as Part Time Assistant Project Coordinator, which is a working title. The NAU system title for this position is Part-Time Temp Employee.

This 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.

A time commitment of 15-20 hours per week is required for this position throughout the year. Hours will vary based on Center needs, but the timing of the hours can be flexible, though we ask that this person attend and participate in scheduled meetings. Work can be completed primarily remotely so long as sufficient internet access with a VPN connection is sustained. Occasionally in-person meetings/tasks may be required.

Job Description

The Center for Materials Interfaces in Research and Application (¡MIRA!) is seeking a skilled and motivated Part-Time Assistant Project Coordinator to support the management of ¡MIRA!'s programs, as well as support the Center administratively. ¡MIRA! missions focus on conducting cutting-edge materials science research and increasing diversity in STEM initiatives. The Part-Time Assistant Project Coordinator will report to the Program Manager and will work with the ¡MIRA! Director to complete necessary tasks required to meet Center goals.

The Part-Time Assistant Project Coordinator will manage daily operations of the organization, including regular communication with ¡MIRA! leadership, faculty, and administration. They will assist with a broad scope of fiscal and human resource tasks and provide guidance to ¡MIRA! faculty and students to support NAU policies, procedures, timelines, funding limitations, and/or other specifications. The Assistant Program Coordinator will also maintain Center data, promote events and programs on the listserv, the website and through social media; contribute to the ¡MIRA! Annual report, help prepare bi-semester newsletter, and provide administrative support for all ¡MIRA! programs.

The ideal candidate will be self-motivated, have a high attention to detail, processes exceptional organizations and customer service skills, and have to ability to work in a fast-paced, deadline driven environment.

Programmatic Administrative Support Activities - 40%

• Coordinates and preforms day-to-day operational and administrative activities in support of ¡MIRA! programs.
• Work collaboratively across various departments within the University as well as with diverse populations and groups.
• Use critical thinking to make decisions and/or analyze data.
• Assist senior staff with administrative tasks such as scheduling meetings using Outlook and maintaining databases.
• Schedule and coordinate in-person and virtual meetings.
• Prepare meeting agendas, logistics, communications, and materials.
• Distribute, collect, and process applications, forms, surveys, and documents related to the Centers' programs.

Marketing and Communications - 25%

• Serve as contact for internal and external stakeholders to coordinate activities, exchange information, etc. These communications relate to coordination and promotion of research award programs, meeting activities, promotion of events and programs on the ¡MIRA! listserv, website, and through social media and relations with other on campus departments.
• Communication responsibilities include maintenance of, as well as updates and postings on ¡MIRA! website.
• Assist in preparation of ¡MIRA! bi-semester newsletter
• Assist in developing marketing content such as brochures, apparel, etc.

Purchasing, Travel, and Other Financial Support Activities - 20%

• Assist ¡MIRA! faculty with fiscal transactions and liaison with the NAU Service Teams on departmental and programmatic requests.
• Coordinates all aspects of staff travel which may include making hotel, flight, and rental car reservations, preparing and submitting documentation for university business trips, processing reimbursement requests for travel and maintaining records.
• Submit and track Finance Service Team tickets for travel requests.
• Purchase supplies and equipment based on department requests with the use of a PCard or within the university Financial Management Systems (PeopleSoft Financials), in accordance with established procurement and financial policies.
• Tracks Purchase Orders and invoice payment status via Service Team ticketing process.
• Maintains accurate expense allocations to the appropriate Speedchart budget and grant number as needed.
• Prepares and processes departmental financial purchases by entering Service Team tickets and uploading appropriate documentation, monitoring service team actions and payments.
• Evaluate expenses to ensure compliance with university and department requirements
• Review and approve PCard verifications in the university PeopleSoft Financials system.
• Perform Account and PCard reconciliations
• Maintain confidential administrative and fiscal records.

Human Resources - 10%

• Collect information for student and part-time temp hire requests from ¡MIRA! faculty and submit requests through the NAU Human Resources Service Team ticketing system.
• Audit biweekly payroll to ensure there are no inconsistencies or incorrectly recorded timesheet entries; track and report time, review/approve reported time in timekeeping system, maintain list of delegated time/leave approvers, setup employees in timekeeping system, train users on the timekeeping system

Other - 5%

• Perform other duties as assigned to ensure the continuity and compliance of department business operations.
• More advanced responsibilities after demonstrating proficiency

Minimum Qualifications

• Associate's or Bachelor's degree in project management, business administration, or a related field OR any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
• 1 year of relevant work experience.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of NAU accounting systems, procedures and policies (PeopleSoft Financials, and Enterprise Reporting preferred).
• Knowledge of NAU travel policies and procedures.

Skills

• Excellent written, verbal and visual communication skills.
• Microsoft Office (e.g., Outlook, Word, Excel and Powerpoint) skills.
• Microsoft Windows skills.
• Use of audio/video equipment.
• Use of online collaboration tools (e.g., Microsoft Teams, Dropbox, Google Docs).

Abilities¿

• Ability to set and manage priorities, work independently in a self-directed manner as well as collaboratively in interdisciplinary scientific teams.
• Experience using NAU accounting systems, procedures and policies (PeopleSoft Financials, and Enterprise Reporting preferred).
• Experience with NAU travel policies and procedures.

COVID-19 Vaccine Requirement

As of 12/10/21, the Safer Federal Workforce employee vaccination requirement is currently suspended pending the outcome of a federal court-issued injunction. This injunction has suspended the recent executive order issued by President Biden requiring all employees of federal contractors to receive COVID-19 vaccinations. For current status of the vaccine requirement and/or questions, 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

Anticpated hourly wage is $20 to $25 per hour. Hourly wage 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 part-time, non-benefit eligible position.

Immigration Suppt/Sponsorship

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

Application Deadline

October 19, 2022 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.

Additional Instructions

To apply, please provide the following:

• Transcripts showing grades and successful completion of relevant coursework.
• Cover letter (up to 2 pages) describing your relevant experience and motivation for this position, list of three references.

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.



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=606677&PostingSeq=1



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