Administrative Services Assistant, Senior
Location: Engineering - Administration
Regular/Temporary: Regular
Job ID: 608382
Full/Part Time: Full-Time
Workplace Culture
NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.
https://nau.edu/president/strategic-plan/
Special Information
• 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.
• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.
Job Description
The Administrative Services Assistant, Senior will manage front desk and office operations for the Dean's Office in the Sanghi College of Engineering. Additionally, this position will assist the Associate Dean for Research and the Associate Dean for Academic Affairs with calendaring and coordinating meetings. Plans and Execute College level events. This position may supervise 1-2 student employee positions.
Assistant to the Associate Deans - 30%
• Day-to-day calendaring, scheduling of requested meetings and recurring meetings.
• Placing travel & reimbursement tickets for the Associate Deans.
• Organization and set up of specialized meetings, workshops, and trainings for Associate Deans & Assistant Director of Operations (ADO).
• Hiring, training, and supervision of student employees and staff:
• Assist in hiring process, train new students and staff.
• Generalized training in p-card, travel, events, parking, etc.
• Supervise front desk student employees, build student employee schedules, oversee all student employees assisting Dean's Office staff, assist in hiring process for other student staff positions.
• Day-to-day college front desk operations:
• Problem solving, student employee supervision, urgent needs, mailing lists, ITS support, printers/copiers, parking, college phone and email, computer and vehicle inventory, swag and supply ordering, keeping college clubs/organizations organized.
Building Manager - 20%
• Inventory maintenance: furniture and asset inventory, room inventory, vehicle/trailer inventory.
• Arrange for surplus pickups.
• Oversees building projects, ordering and maintenance, processess key forms, and maintains copiers.
• Works with ITS for phone/communication issues.
• Works with NAU interior designer for specialized projects.
• Assists with general building needs, resolve building issues, and other related duties as assigned
Events - 20%
• Placing catering orders, reservations, ordering awards, organization, making flyers, set up and tear down of college events, including but not limited to:
• Staff Development Day(s), Student Welcome Back Week/ Lumberjack Welcome, Graduation Receptions, UGRADS, Coffee with the Dean, Summer Camps, College Welcome Back Meeting, Faculty & Staff Awards.
Administrative Operations - 20%
• Place and reconcile p-card purchases for Dean's office.
• Maintain college computer inventory/ ordering.
• Manage parking passes for College guests.
• Accept deliveries for Engineering building and notify recipients.
• Manage VR headset loan program.
• Coordinate with College Leadership on: Dean's List, Distinguished Students, Faculty and Staff Awards, and College Calendar.
Communication - 5%
• Maintaining College Calendar.
• Maintaining College listservs & internal directory.
• Maintain College email and respond/ forward information as appropriate.
• Sending blanket communications to College listserv on behalf of leadership or as directed by Executive Assistant.
• Managing televisions and communication boards in Engineering building.
Other - 5%
• Other duties as assigned.
Minimum Qualifications
• High school degree, and
• 1 to 3 years of relevant experience; or
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
Preferred Qualifications
• Associates or Bachelors degree.
• Experience working in an educational environment.
Knowledge, Skills, & Abilities
Knowledge
• Knowledge of standard office policies and procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
Skills
• Strong skill set required in Microsoft Office products specifically Word, Excel, and Outlook.
• Strong written and oral communications skills required.
• Records maintenance.
• Develops and maintains good working relationships.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Operates a variety of office machines including personal computers, telephones and copiers.
Abilities
• Problem solving and organizational capabilities.
• Communicates effectively.
• Provides excellent customer service.
• Balances competing priorities.
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 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 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 $38,628. 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 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 arehttps://in.nau.edu/human-resources/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. https://in.nau.edu/human-resources/orientation/ 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
May 26, 2025 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 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 Disability Resources Office at 928-523-8773, http://DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.
Equal Employment Opportunity
Equal Opportunity Employer, including Disabled/Protected Veterans. NAU is responsive to the needs of dual career couples.
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.
To apply, visit https://apptrkr.com/6217845
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