Administrative Services Assistant, Senior

Administrative Services Assistant, Senior

Location: Inst Tribal Environmental Prof
Regular/Temporary: Regular
Job ID: 607101
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 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.
• This position is subject to the availability of funding. The incumbent is not eligible for Classified Staff layoff or recall status.

Job Description

The Institute for Tribal Environmental Professionals' (ITEP) mission is to strengthen tribal capacity and sovereignty in environmental and natural resource management through culturally relevant education, research, partnerships and policy-based services. This mission is achieved through a number of programs that are supported by cooperative agreements and grants from federal agencies and other partners. This position will support business and administrative functions to help advance the mission of ITEP.

The Administrative Services Assistant, Senior will be responsible for providing administrative support to ITEP's Financial Oversight, Assistant Manager and multiple programs with managing and processing transactions for all ITEP grants and agreements. This position will report to ITEP's Financial Oversight, Assistant Manager and it is preferred the position will be located in Flagstaff, AZ. NAU offers hybrid work environment, with a work week consisting of three days of on-site work, and two days of remote work.

Administrative Support for ITEP Programs - 40%

• Provides general administrative support for specific ITEP programs.
• Works closely with programs managers to support and process staff travel, tracking and submitting vendor and participant payments.
• Works closely with NAU Service Team to process travel reimbursements.
• Processes and generates budget reports using NAU's PeopleSoft Financial system.

Business Operation Support and Staff Oversight - 25%

• Performs clerical duties such as sorting mail, filing and typing; operates variety of general office equipment.
• Support specific ITEP programs with securing and managing hotel and venue contracts.
• Enters data into the ITEP financial database and generates reports.
• Trains and supervises temporary staff and student workers to assist with clerical and administrative tasks.
• Reviews work of temporary staff and student workers to ensure for accuracy.

Support Financial Oversight, Assistant Manager with ITEP Accounts - 20%

• Prepares or checks invoices and other documents for processing; encodes and obtains approval when necessary.
• Sorts documents and posts debits/credits to proper account; balances entries and makes necessary corrections.
• Understands and follows NAU and federal guidelines when reviewing and processing transactions.
• Processes and generates budget reports using NAU's PeopleSoft Financial system.
• Work is checked for accuracy prior to transactions being finalized.
• Reviews department p-card reports as appropriate and necessary to ensure entries entered by p-card users are accurate and properly documented.

Human Resources Management & Processes - 10%

• Proficient with NAU's PeopleSoft to support HR related business transactions.
• Maintain annual certifications required by NAU such as FERPA training and eCERT.
• Proficient with Time and Labor HR Reporting System in LOUIE.
• Assists or leads personnel searches including putting together interview committee, scheduling and participating in interviews and submitting required documents.

Other Duties & Responsibilities - 5%

• Attend meetings and provide updates, as needed, for ITEP managers and staff.
• Attend and participate in annual ITEP staff retreat, monthly staff meetings and other meetings as scheduled.
• Perform other duties as assigned.

Minimum Qualifications

• Requires a high school degree.
• 1-3 years of relevant experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Knowledge, Skills, & Abilities

Knowledge

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

Skills

• Develops and maintains good working relationships.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Records maintenance.
• Microsoft Office Suite (Word, Excel, PowerPoint).
• Operates a variety of office machines including personal computers, telephones and copiers.

Abilities

• Solves problems.
• Organizational capabilities.
• Communicates effectively.
• Provides excellent customer service.
• Gathers data, compiles information, and prepares reports.
• Balances competing priorities.
• Promotes a diverse, inclusive environment.

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

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

March 29, 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=607101&PostingSeq=1



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