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Job Information

Northern Arizona University Administrative Svcs Assist, Sr - 605452 in Flagstaff, Arizona

Job Title

Administrative Svcs Assist, Sr

Job ID

605452

Location

Inst. for Human Development

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

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.

Special Information

Supports the Institute for Human Development’s (IHD) contracts with state education agencies.

This position is subject to the availability of funding. The incumbent is not eligible for Service Professional non-renewal notice, or Classified Staff layoff or recall status.

With your application, please upload the following: 1) current resume; 2) letter of interest; and 3) names and contact information for three professional references.

Immigration Suppt/Sponsorship

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

Job Description

Job Description:

  • Performs a variety of administrative support activities for work unit, such as composing replies to correspondence on own initiative, interpreting and explaining established policy and procedure in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by supervisor or other team members and investigating, evaluating, and resolving problems within scope of position.

  • Research, summarize, and analyze information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information; selects relevant information from a variety of sources. Clearly communicates information to appropriate IHD staff member.

  • Assists with managing contract renewals, subcontracts, consulting agreements, and working files to ensure that funding agency goals and deadlines are met.

  • Oversee the procurement of technology, project, and meeting supplies as required by programs.

  • Document standard operating procedures for all activities.

  • Track and organize relevant program information for internal review and to complete reports and comply with required database entry and maintenance, e.g. NIRS platform.

  • Use Microsoft Office, Zoom, PeopleSoft Financials, Enterprise Reporting (Business Objects), Adobe Creative Cloud (Adobe Sign, Adobe Acrobat DC, DropBox, and other platforms to complete program specific inquiries, communication with team members, and prepare documents relating to programs and special assignments, and organize program files.

  • Act as point person for staff who report to the Director of Research. Coordinate workflow, communications, calendars, processes, meeting, and procedures.

  • Assist with coordination of logistics associated with site visits, meetings, and other forms of collaboration.

  • Assists with coordination and facilitation of events, meetings (in-person and virtual), and special staff projects, e.g. website updates, reference/resource tracking and updates, etc.

  • Assists with coordinating and tracking project expenses and maintains real-time records of transactions.

  • Effectively work independently: set priorities, organize and coordinate daily and long-term tasks, anticipate needs, work under the pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters.

  • Demonstrate excellent written communication skills for preparing correspondence, documents and reports.

  • Demonstrate excellent verbal communication and interpersonal skills for effectively working with diverse populations.

  • Demonstrate self-motivation skills for independently establishing effective working relationships with various organizations and faculty and staff across the organization.

  • Demonstrate ability to work as a member of a cooperative, productive team.

  • Exercise strong analytical and problem-solving skills as well as an ability to cope with change.

Overall Expectations:

  • Administrative Services Assistant, Sr. is expected to be a contributing team member at IHD-AzUCD:

  • As an educational institution, it is expected that employees will be ongoing learners.

  • It is important that team members complete assigned tasks in a timely manner with exemplary attention to detail.

  • Team members must always conduct themselves professionally when communicating with community, state, and national partners.

  • Administrative Services Assistant, Sr. is expected to demonstrate problem-solving skills, self-discover new methods and approaches, and share what they have learned with other staff and faculty.

Minimum Qualifications

  • Requires an Associate degree; AND,

  • 1-3 years of relevant experience required; OR,

  • A combination of related education, experience, and training may be used as an equivalent

Preferred Qualifications

  • Experience with grant-funded programs.

  • Experience with NAU PeopleSoft System and Business Objects.

Knowledge, Skills, & Abilities

Knowledge:

  • Knowledge of standard office policies and procedures.

  • Knowledge of grant-funded programs.

Skills:

  • Skills in prioritizing and completing multiple tasks of varying complexity and urgency in a timely and efficient manner.

  • Ability to present the department to customers and stakeholders in a positive and professional manner.

  • Data entry with minimal errors.

  • High-level attention to detail.

  • Strong interpersonal skills

  • Strong customer service skills.

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams).

  • Strong organization skills.

  • Develops and maintains good working relationships.

  • Proficient in English composition, grammar, spelling and punctuation, and basic math.

  • Efficient records/file maintenance in computer platforms.

  • Operates a variety of office machines including personal computers, telephones and copiers.

Abilities:

  • Solves problems.

  • Communicates effectively with colleagues, the public, members, partners, and funders.

  • Provides excellent customer service.

  • Gathers data, compiles information, and prepares reports.

  • Balances competing priorities.

  • Promotes a diverse, inclusive environment and works effectively with people from culturally and

  • diverse backgrounds.

  • Works independently and with a strong attention to detail.

  • Functions well as a team member.

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 (https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/.) . 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 (https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/.) is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus and NAU-Fort Defiance as these campuses have 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 pay range for this position is $36,018 - $39,500, 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 (https://in.nau.edu/Human-Resources/Benefits/) . 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 (https://in.nau.edu/human-resources/eligibility-enrollment/) 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 (https://in.nau.edu/Human-Resources/Required/) 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

July 12, 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 (https://in.nau.edu/human-resources/) 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 (https://in.nau.edu/Human-Resources/Posters-Required-by-Law/)

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

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