Administrative Services Assistant, Senior

Administrative Services Assistant, Senior

Location: Office of the Provost
Regular/Temporary: Regular
Job ID: 606312
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

Performs a variety of office/administrative support duties related to work of the Office of the Provost, which requires knowledge of administrative functions within the department including professional engagement and interpersonal relationship skills with internal stakeholders and clear understanding of the Office of the Provost mission. Ability 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 and responds to technical administrative questions and ensures necessary follow up.

Evaluate and resolve typical administrative/operational functions to ensure effectiveness and compliance with university policies and regulations. The ideal candidate will be able to anticipate needs and remain organized under pressure. This position requires the ability to think critically and offer solutions to problems with a high level of professionalism and confidentiality.

Administrative - 60%

• Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
• Assist with travel preparations for senior administrators.
  • Work with travel specialists to secure air travel, vehicle rental, and hotel accommodations.
  • Prepare travel alerts.
  • Prepare travel expense reports.
  • Assist in scheduling appointments with vice provosts, deans and faculty leaders
• Composition and editing of correspondence and that may include letters, memos, email correspondence
• Assist with schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities.
• Oversight of front office to assist visitors, answer telephones, and manage student workers at the reception desk.

Communication - 20%

• Serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
• Composes, prepares, or ensures timely responses to a variety of routine written email/telephone inquiries.
• Composes and edits correspondence and/or memoranda; mayprepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.

Operations - 15%

• Establishes, maintains, and updates mail logs, files, records, and/or other documents; processes and tracks all forms, MOUs and mail and provides follow-up regarding the status of these documents.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Recruits, leads and trains student employees

Other - 5%

• Committee work as necessary

Minimum Qualifications

• High school degree
• 1-3 years of relevant experience
• Any combination of related education, experience, and training may be substituted for the educational requirement

Preferred Qualifications

• Experience in academic office setting

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of standard office policies and procedures.
• Experience with Microsoft Office Suite: Word, Excel, PowerPoint and other Windows applications.

Skills

• Strong interpersonal skills.
• Excellent organizational skills.
• Excellent written (composition, grammar, punctuation) and verbal communication skills.

Abilities

• Ability to work with diverse individuals and communities.
• Ability to develop and maintain good working relationships.
• Records maintenance
• Ability to use independent judgment and discretion in setting daily priorities to complete tasks.
• Ability to relate with poise and confidence to develop effective partnerships with internal and external constituencies.
• Demonstrated team-player with ability to gain trust and confidence with colleagues and other constituencies.

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 salary range is $36,018 - $45,023. 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

June 7, 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=606312&PostingSeq=1


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