Executive Assistant, Senior

Executive Assistant, Senior

Location: Inst. for Human Development
Regular/Temporary: Regular
Job ID: 606247
Full/Part Time: 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.



Job Description

The new Executive Assistant, Senior position is a key role in the Institute of Human Development (IHD) that will bring compatible core values, a record of strong communication and managerial experience to help manage the day-to-day operations. The EA reports directly to the Associate Director and participates in the leadership team.

IHD is an interdisciplinary unit and the oldest Institute at NAU. IHD is housed in the College of Social and Behavioral Sciences on the campus of NAU in Flagstaff, Arizona. IHD is a University Center for Excellence in Developmental Disabilities (UCEDD) emphasizing four core function areas: Research and Evaluation, Interdisciplinary Education and Training, Community Service, and Information Dissemination.

Essential Functions

Communication Support - 50%

• Prepare presentations and draft correspondence, reports, and emails under direction of the Executive Director.
• Research, summarize, and analyze information and statistics with the Executive Director. Compile data needed to prepare special and recurring reports.
• Prompt updates to IHD website for new projects and project changes. Manages IHD monthly update communications.
• Assist in event coordination and provides input into the creation of outreach/marketing materials.
• Recognizes and exercises discretion in matters of a confidential nature.
• Tracks department tasks and follow-up with team members regarding status and updates.
• Organizes and maintains Executive files and records.
• Participates in IHD leadership team meetings and advisory board meetings.
• Prepares agendas, records minutes, and organizes supporting materials.
• Responsible for logistical coordination of onboarding new hires, ensuring new employee trainings are communicated, and the necessary computer, supplies, and office space is coordinated.
• Serve at the discretion of the Executive Director with oversight from the Fiscal Manager.
• Exercise independent judgement to perform assignments as requested.
• Provide a strong presence and act as primary contact for assigned function with outside organizations or other departments; responds to technical administrative questions and ensures follow up.

Administrative Support - 35%

• Assist the IHD Executive Director and leadership team with day-to-day operations in the implementation and successful operation of IHD.
• Manage the ED's scheduling and calendar.
• Coordinate all aspects of the travel process, including the reimbursement documentation and request, for the Executive Director and other leadership team personnel as needed.
• Manage the IHD Executive Director's calendar including scheduling on and off-campus appointments and meetings; preparing agendas; maintaining distribution lists; making room reservations; preparing and distributing materials; following through on meetings, as necessary, including meeting notes and minutes; and other related tasks.
• Schedule and prepare for leadership meetings to include preparing agendas, logistics, scheduling, communication, materials, and minutes.
• Applies federal grant expertise to lead, meet, and/or facilitate select grant requirements and structures.
• Assists in creation of reports to meet Federal or other stakeholder requirements.
• Assist with building manager responsibilities.

Human Resources Liasion - 10%

• Processes initial human resource service tickets (hiring new staff, faculty, part-time temporary, students, and graduate students) and monitors the workflow through completion.
• Evaluate and resolve typical administrative/operational functions to ensure effectiveness and compliance with university policies and regulations.

Other - 5%

• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree in related field; AND,
• 1-2 years of management or supervisory experience; OR,
• 2-4 years of relevant experience; OR,
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Master's degree in accounting, business, finance, or related field.
• 5 years' experience in fast-paced, grant-funded research environment.
• Experience developing proposals for and managing awards.
• Training in proposal development, project management, and compliance issues.

Knowledge, Skills, & Abilities

• Demonstrated ability to work collaboratively with different constituencies and ability to work with individuals or groups with diverse backgrounds and experience level.
• Knowledge of Peoplesoft applications and/or the willingness to learn.
• Knowledge of Federal grant policies and practices.
• Demonstrated experience with program coordination and management.
• Knowledge of state and federal regulations pertaining to sponsored project budgets and accounting practices.
• Advanced knowledge of financial oversight and operations tools, procedures, processes, policies, and concepts, such as payroll management systems and budget analysis projects, as well as such as expense tracking, and trend analysis.
• Exceptional written and verbal communication skills.
• Highly developed interpersonal skills - ability to work collaboratively and productively
• Excellent time-management and self-directed work style, including the ability to carryout priorities and objectives on time and within budget.
• Commitment to providing excellent customer service
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Ability to work collaboratively within a cross-functional team.
• Ability to manage detailed information.
• Ability to balance competing priorities.
• Ability to work with highly confidential and/or sensitive information.
• Promotes a diverse, inclusive environment.
• Ability to prepare reports on a timely basis, analyze complex situations, anticipate issues, and balance competing priorities.
• Demonstrates problem solving, organizational, and analytical capabilities. Communicates effectively.
• Listens actively.

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

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

Salary range is $54,779 - $82,168. Annual salary 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 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.

Immigration Suppt/Sponsorship

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

Application Deadline

May 23, 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.

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=606247&PostingSeq=1


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