Administrative Services Assistant, Senior (PEP) - 605739
- Employer
- Northern Arizona University
- Location
- Arizona, United States
- Salary
- Salary Commensurate with experience
- Date posted
- Nov 12, 2021
View more
- Position Type
- Administrative, Academic Affairs, Other Academic Affairs
- Employment Level
- Administrative
- Employment Type
- Full 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.
Immigration Suppt/Sponsorship
NAU will not provide any U.S. immigration support or sponsorship for this position.
Job Description
Professional Education Programs (PEP) Administrative Services Assistant, Senior serves the critical role of performing advanced office/administrative duties related to the work of the unit, especially in the areas of maintaining national accreditation, state approval, and general administrative support for PEP Director in relation to managing student teaching and student teaching placements. NAU PEP oversees assessment and accreditation efforts for approximately 28 undergraduate and graduate programs across five colleges, supporting faculty in the completion of formal program review reports submitted for external review by specialized professional associations or the Arizona Department of Education, and maintaining a quality assurance system in order to meet national accreditation through a comprehensive self-study report. The position also performs a variety of advanced office/administrative support duties related to the work unit, which requires a thorough knowledge of functions within the department. The position uses specialized functional knowledge to analyze and respond to administrative matters within established limits to ensure that the department’s needs are being met and that University procedures and policies are being followed.
Administrative
- Coordinates and performs a range of staff and/or operational support activities for the unit including communications to PEP Coordinating Council members, faculty, and students.
- Supporting resolutions of day-to-day administrative and operational problems.
- Provides administrative/secretarial support for the unit such as answering telephones, assisting students and faculty, responding to department email inquiries, and resolving and/or referring a range of administrative problems and inquiries.
- Operates personal computer to compose and edit correspondence and/or memoranda; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings including support for the PEP Coordinating Council meetings.
- Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
- Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
Scheduling & Events:
- Schedules and coordinates meetings, events, interviews, appointments, accreditation site visit, and/or other similar activities for supervisors and the unit, which may include supporting the coordination of travel and lodging arrangements; schedules monthly PEP Coordinating Councils meetings that involve working with leadership, faculty, and staff from five colleges and other university departments
- Prepares or assists with the preparation of scheduled and/or ad hoc reports, specifically related to assessment and accreditation efforts as well as other annual or requested reports; performs basic information gathering and supports uploading of report information and files in appropriate state or national accreditation systems, as specifically directed.
Supervision
- Leads and trains lower graded staff and/or student employees, as required.
Other duties as assigned.
Minimum Qualifications
- Associate degree and
- 1-3 years of relevant experience, or
- A relevant combination of experience, education, and training.
Preferred Qualifications
- Bachelor’s degree.
Knowledge, Skills, & Abilities
- Knowledge of standard office policies and procedures.
- Knowledge of supplies, equipment, and/or ordering and inventory control.
- Knowledge of organizational practices and principles.
- Develops and maintains good working relationships.
- Proficient in English composition, grammar, spelling and punctuation, and basic math.
- Records maintenance.
- Operates a variety of office machines including personal computers, telephones and copiers.
- Microsoft Office Suite (Word, Excel, PowerPoint) including advanced features such as mail merge.
- Gathers data, compiles information, and prepares reports.
- Web conferencing tools.
- Online survey tools.
- Supports coordination and implementation of events.
- Solves problems.
- Works independently.
- Provides excellent customer service.
- Balances competing priorities.
- Exercises good judgement and professionalism.
- Communicates effectively.
- Promotes a diverse, inclusive environment.
Background Information
COVID-19 Vaccination Requirements - Under the recent executive order issued by President Biden requiring all employees of federal contractors to receive COVID-19 vaccinations, NAU expects all employees, including new hires, to be vaccinated unless they have an approved medical or religious accommodation. Proof of vaccination will be required by December 8, 2021. For questions about vaccines and medical or religious accommodations, please visit FAQs for Employee Vaccination Requirement.
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
The budgeted salary amount $36,018 - $41,421.
Commensurate with experience.
**The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information.
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. If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years.
Application Deadline
November 15, 2021 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.
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.
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