Northern Arizona University Hiring for Administrative Services Assistant, Senior Job at Flagstaff, AZ Full Time

Location: Undergraduate Research
Regular/Temporary: Regular
Job ID: 606678
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

Northern Arizona University’s Office of Undergraduate Research & Creative Activity (OURCA) seeks an Administrative Services Assistant, Sr. to provide administrative, financial, outreach, and project support of our programs. The position will report to the Program Manager of OURCA but will work with the OURCA team and other university administration, faculty, staff, and students across academic units.

The Office of Undergraduate Research and Creative Activity engages NAU’s diverse students in impactful research, scholarship, and creative activities to provide transformative learning opportunities, advance disciplinary and interdisciplinary knowledge, and contribute to solving relevant problems. Our team is dedicated to informing undergraduates of research, creative, and scholarly opportunities and connecting student from all disciplines with faculty and peer mentors.

Administrative Support – 60%

• Serves as the primary administrative support for OURCA.
• Manage hiring/termination of Interns-to-Scholars, Hooper Undergraduate Research Award recipients, and OURCA student workers.
• Respond to student and faculty inquiries, coordinate meetings with appropriate staff. Sorts, screens, reviews, and distributes incoming and outgoing mail. Composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Assist with the preparation of materials for annual symposium.
• Coordinates all aspects of student, staff, and faculty travel which may include making hotel, flight, and rental car reservations, preparing and submitting documentation for university business trips, processing reimbursement requests for travel and maintaining records.
• Submit and track Finance Service Team tickets for travel requests.
• Liaison with the NAU Service Teams on departmental and programmatic requests.
• Schedules and coordinates in-person and virtual meetings.
• Prepares meeting agendas, logistics, communications, materials, and minutes.
• Distributes, collects, and processes applications, forms, surveys, and documents related to OURCA programs.
• Assists with data preparation to monitor and assess outcomes of OURCA initiatives.
• Provides exceptional customer service via telephone and email.

Financial Support – 25%

• Places orders to purchase supplies, catering, software, print, promotional, and research materials.
• Reconcile purchasing card; maintains accurate expense allocations to the appropriate speed chart budget number.
• Tracks Purchase Orders and invoice payment status via Service Team ticketing process.
• Prepares and processes departmental financial purchases by entering Service Team tickets and uploading appropriate documentation, monitoring service team actions and payments.
• Prepares financial reports when requested.
• Assists with budget preparation.

Marketing and Outreach – 10%

• Acts as a liaison for the program to potential or current volunteers, vendors, stakeholders, and community partners.
• Coordinates events, including reserving rooms, ordering food, and compiling materials.
• Coordinates marketing and communication initiatives, including organizing classroom visits to promote OURCA initiatives.
• Assists with the development and distribution of outreach/marketing materials.
• Maintain OURCA email distribution lists.

Other – 5%

• Attend meetings, trainings, and OURCA events as needed.
• Perform other duties as assigned.

Work Environment

The work for this position is primarily conducted indoors in an office or common student/event space. This position requires walking to various parts of campus to meet with stakeholders or present in classrooms or public spaces on campus. At times, events are held in the evenings or on weekends that the employee is required to attend.

Minimum Qualifications

• High school degree and 1-3 years of related experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• 3 years administrative experience within a higher educational setting.
• Familiarity with NAU reporting software systems.
• Experience working with multiple stakeholders (students, staff, faculty) in a higher education setting.

Knowledge, Skills, & Abilities

• Knowledge of standard office policies and procedures.
• Knowledge of supplies, equipment, and services ordering and inventory control.
• Develop and maintain good working relationships.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Records and inventory maintenance.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Planning, organizing, coordinating, and facilitating skills.
• Customer service skills.
• Ability to develop and maintain positive working relationships with diverse groups, including faculty, staff, and students across administrative and academic units.
• Problem solving.
• Works independently, takes initiative.
• Organizational capabilities.
• Communicates effectively.
• Provides excellent customer service.
• Gathers data, compiles information, and prepares reports.
• Balances competing priorities.
• Promotes a diverse, inclusive, and welcoming 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

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

Anticipated salary range is $36,018 – $45,023. 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.

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.

Immigration Suppt/Sponsorship

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

Application Deadline

December 14, 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=606678&PostingSeq=1

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