Northern Arizona University Hiring for Executive Assistant, Senior – 606589 at Flagstaff Full Time

Job Title

Executive Assistant, Senior

Job ID

606589

Location

Col Environment, For & Nat Sci

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.

Job Description

NAU has an exciting opportunity for an Executive Assistant, Senior in the College of the Environment, Forestry, & Natural Sciences (CEFNS). The Executive Assistant, Senior performs a variety of administrative duties and utilizes highly effective working knowledge to assist the Deans, Directors, and departments by handling a wide variety of situations. They will serve as the primary point of contact on any matter directed to the department using judgment and discretion, and maintains the Deans and Directors’ view on policies or issues.

Assistant to Dean, Associate Deans, and Director of Development – 50%

• Acts as a calendar delegate for the Dean and Associate Dean(s).

• Prepares materials to support the Dean and Associate Deans’ daily activities and meetings.

• Works with the Dean and Director of Development to coordinate the Dean’s development activities.

• Work with Associate Dean of Academic Affairs to manage the ACEFNS student group.

• Coordinates the Dean’s travel schedule and activities, including event registrations and participation.

• Provides administrative support for Director of Development including travel, correspondence (donor gift acknowledgments), contact reports, and event planning (donor visits, guest speakers, etc.).

• Assists with Processing of Dean’s and Dean’s Office staff travel expenses.

• Coordinates college events; including, securing venue, catering, invitations, collecting RSVP’s, updating Dean’s speech, ordering award plaques and retirement gifts, creating certificates, updating event website, and ensuring smooth running of event; works with Department Chairs/Directors to ensure coordination of College activities; such as, Discover NAU Day.

• Supports the Olajos-Goslow Chair of Environmental Science and Policy with travel arrangements, reimbursements, event coordination and PCard reconciliation.

Front Office Management – 30%

• Orders office supplies and monitors ongoing supply needs.

• Processes and files confidential personnel and student information.

• Provides front desk reception, greeting and assisting guests to the Dean’s Office, monitoring traffic through the area, ensuring professional reception area appearance.

• Answers incoming calls to the Dean’s and general college telephone lines, directing calls to proper individuals as needed.

• Monitors incoming and outgoing mail.

• Maintains log of all financial forms processed through the Dean’s Office.

• Supervises student employees; including: hiring, work schedules, job duties, and performance issues to meet the needs of the entire Dean’s Office.

• Coordinates activities of student employees for the needs of the entire Dean’s Office.

• Maintains college organizational charts and contact lists.

Webmaster & Social Media Management – 10%

• Updates the college website as needed.

• Manages the social media of the college, such as Facebook, Instagram and Twitter; submits posts and updates to communicate with the public.

• Disseminate specific communications to college constituents as required by the Dean.

• Reviews and approves appropriate e-mails through the CEFNS-FACULTY, CEFNS-STAFF, and CEFNS-ALL (student) listservs.

Building Manager – 5%

• Works with Facility Services placing repair and maintenance work orders ensuring timeliness.

• Coordinates key assignment as occupants move in and out..

Other – 5% ¿

• Maintain confidentiality and discretion regarding College business and files.

• Initiates ePARs, Funding Changes and Reports to Changes.

• Serves as back-up for other staff members in departmental units if necessary.

• Other duties as assigned.

Minimum Qualifications

• Undergraduate bachelor’s degree, AND

• 3-5 years of relevant experience.

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

Preferred Qualifications

• Experience working with C-Suite or College Leadership,

• Experience supervising the work of others, and

• Experience with event planning and organization.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of administrative and University principles and practices.

• Knowledge of principles and practices for providing customer and personal services.

• Knowledge of records administration and maintenance techniques and procedures.

Skills

• Planning, analyzing, and coordinating activities and establishing priorities.

• English composition, grammar, spelling, and punctuation.

• Scheduling and planning meetings.

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Organizational and project management skills.

Abilities

• Problem solving, organizational, and analytical capabilities.

• Communicates effectively.

• Represents office and University in a professional manner.

• 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 (https://in.nau.edu/human-resources/faqs-for-employee-vaccination-requirement-2/) .

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 (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 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 begins at $54,779. 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 (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.

Immigration Suppt/Sponsorship

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

Application Deadline

September 19, 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 (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.