Administrative Services Assistant, Senior

Administrative Services Assistant, Senior
Location: Sociology
Regular/Temporary: Regular
Job ID: 607834
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.
Special Information
• 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 for the Department of Sociology manages the front office operations of a very busy department and provides administrative support for our undergraduate, graduate, and other dynamic programs. The position requires a variety of advanced office/administrative skills related to the work unit; and ability to analyze and respond to administrative matters within established limits to ensure that the department’s needs are being met and that University procedure and policies are being followed. This position is expected to communicate regularly with Chair/Director and Department leadership on various topics.
Administrative Support – 40%
• Provide necessary information to HR Service Team via HR ServiceNow, assist in the recruitment and hiring related to part-time faculty, students and part-time employees. Provide administrative support to search committees, and arrange for candidate campus interview travel arrangements within the parameters set by the HR and Finance Service Teams.
• Maintain departmental documents including syllabi on shared drive (NAUShares).
• Maintain internship records and employer evaluations.
• Manage unit listservs in collaboration with Department Chair.
• Manage Departmental Newsletter and sharing of department-wide announcements via email and physical posting of relevant events.
• Track and record scholarship awards to student recipients.
• Keep unit calendar up-to-date with activities, meetings, and events (Outlook).
• Review and route various student petitions, independent study documents, and change of grade forms.
• Manage records: retention of documents as well as disposal.
• Participate in, plan for, and help prepare for departmental meetings and workshops as well as attending and taking minutes.
• Serve as primary class scheduler and provide backup scheduling support (Course Dog) to other units within the college.
Operational and Building Support – 30%
• Manage and staff front office operations, regularly 8am-5pm, Monday-Friday.
• Accept, log, and/or return packages.
• Manage office supply inventory.
• Oversee copier maintenance and supplies as well as billing.
• Collaborate with building manager to identify need for keys in each area; and ensure keys are checked out as needed and distributed to appropriate faculty, staff, or student employees.
• Manage computer inventory as well as other technology support via ServiceNow in collaboration with the SBS finance team.
• Interface with facilities and building manager to report and follow up on maintenance issues within faculty offices and the departmental office.
• Assist building manager with safety and cleaning issues.
Financial Support – 15%
• Assist Department Chair/Director with basic fiscal transactions.
• Collaborate with SBS Financial Team as needed, particularly around department budgets.
• Maintain and track professional development records.
• Maintain and track student employee budget for the departments.
• Provide support to faculty and students for submission of purchasing and travel service tickets via ServiceNow.
• Obtain and reconcile P-card as appropriate.
Supervision – 10%
• Assist in the hiring of student employees for the department.
• Supervise and assist with training of student employees.
• Schedule student employees and approve time in PeopleSoft.
Other – 5%
• Other duties as assigned.
Minimum Qualifications
• High school degree.
• 1-3 years of relevant experience.
• A combination of related education, experience and training may be used as an equivalent to the above educational requirements.
Preferred Qualifications
• Bachelor’s degree.
• 5 or more years of administrative experience.
• Knowledge of or experience with PeopleSoft processes and CourseDog class scheduling.
Knowledge, Skills, & Abilities
• Develops and maintains good working relationships.
• Works effectively with people from a variety of culturally diverse backgrounds.
• Knowledge of or experience with academic structure and terminology.
• Knowledge of office and administrative practices and principles.
• Knowledge supplies, equipment, and/or services ordering and inventory control.
• Organization skills.
• Time management skills.
• Skills using Microsoft Office Suite (Word, Excel, PowerPoint, Adobe).
• Skills for maintaining and updating departmental website and social media.
• Marketing skills to help with promotion of departmental programs and student recruitment.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Ability to effectively communicate in speech and writing.
• Ability to display consistent, positive communication and customer service skills.
• Ability to problem solve and make good decisions.
• Critical thinking and proactive service orientation.
• Ability to gather data, compiles information, and prepares reports.
• Ability to contribute effectively in a team setting and maintain good working relationships.
• Ability to work in an academic environment serving diverse constituencies.
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 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 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.
Anticipated salary range is $38,628 – $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.
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 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 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. 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
April 29, 2024 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 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://[email protected], or PO Box 5633, 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.
NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.