This job has expired

Administrative Services Assistant

Northern Arizona University
Arizona, United States
Salary Not specified
Posted Date
May 20, 2022

View more

Position Type
Faculty Positions, Health & Medicine, Dentistry
Employment Level
Employment Type
Full Time
You need to sign in or create an account to save a job.

Administrative Services Assistant

Location: Dental Hygiene
Regular/Temporary: Regular
Job ID: 606320
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 Northern Arizona University Dental Hygiene Department offers the only Bachelor of Science Degree in Dental Hygiene in the State of Arizona. With a national reputation for educating dental hygiene professionals since 1973, the program offers high-quality preventive oral health education. Graduates are prepared to practice in diverse settings with special emphasis on rural communities and other underserved populations through a curriculum centered on dental public health.

The mission of the NAU Department of Dental Hygiene is to create an educational environment that encourages excellence and growth; to improve oral health for the communities we serve; and to enhance partnerships to improve oral health outcomes for underserved diverse populations locally, regionally, and globally.

This position is office practice-based and the main front desk employee for the Dental Hygiene Clinic and ensures that patients are scheduled for the Dental Hygiene Clinic for students to have patients on which to apply learned clinical concepts, skills, and procedures.

Hands-on application is integral to student success, and accreditation mandate, and fulfills the objectives of the Dental Hygiene Program. This position provides phone and in-person interaction with patients and students. This position is also integral to the collaboration between the Flagstaff community, specifically Coconino County- Voucher program and the Veteran Smiles program.

Essential Functions

Administrative Support - 70%
  • Works all clinic hours, including Monday, Wednesday, and Thursday evenings until 8pm.
  • Front office duties, including patient scheduling using dental software package Dentrix, checking patients in and out of appointments, confirming appointments, and collection of payment for services.
  • Responsible for making sure the clinic patient schedule is filled, continuing care follow-up is done to maintain a full schedule for the students.
  • Daily tasks include: answering multi-line telephone, checking email and email messages and returning calls, delivering outgoing mail to the Dean's office and checking for incoming mail for the DH department. Complete requests for patient records and x-rays. Upload x-rays and forms to patient records.
  • Screens phone calls and emails, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy procedure and operations.

Finanical Support - 15%
  • Receives payments from patients for preventive dental hygiene.
  • Reconciles payments at the end of each day.
  • Hand carries clinic deposits to the Coordinator daily services.
  • Manages Coconino County vouchers and submit billings on the 1st Friday of each month.

Communication Support - 15%
  • Point of contact for information/communication with patients.
  • Serves as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning DH program/clinic.
  • Runs Dentrix clinic close-out reports for the Coordinator on clinic days and patent lists for students as needed.
  • Answers inquires and compose correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
  • Administers patient satisfaction surveys and compiles annual report prior to outcomes meetings.
  • Provide students and faculty with training for clinic and computer policies and procedures.
  • Completes other projects/job duties as assigned by Department Chair and Supervisor.

Minimum Qualifications

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

Knowledge, Skills, & Abilities

  • Knowledge of standard office policies and procedures.
  • Knowledge of supplies, equipment, and/or services ordering and inventory control.
  • Records maintenance.
  • Develops and maintains good working relationships.
  • Proficient in English composition, grammar, spelling and punctuation, and basic math.
  • Microsoft Office Suite (Word, Excel, PowerPoint).
  • Operates a variety of office machines including personal computers, telephones and copiers.
  • Problem solving and organizational capabilities.
  • Communicates effectively.
  • Provides excellent customer service.
  • Balances competing priorities.
  • Promotes a diverse, inclusive environment.

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.


Anticpated salary range is $32,364 - $39,150. 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.


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

July 4,2022 at 11:59 p.m.

How to Apply

Complete applications should include
  1. Detailed Resume
  2. Cover letter
  3. Contact information for three professional references

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

You need to sign in or create an account to save a job.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert