"Administrative Services Assistant, Senior"

About the Department/College

NAU's Department of Politics and International Affairs (PIA), is hiring an Administrative Services Assistant, Senior (ASA). The ASA, Senior plays a pivotal role for this academic unit. As the manager of our busy front office, the ASA will handle inquiries, appointments, and general administrative tasks, as well as help plan our units' individual and joint events, and other faculty projects as needed. The person in this position also supports our diverse programs, including undergraduate and graduate course offerings.

About the Position

A successful candidate will bring advanced office and administrative skills, which they will use daily. Whether it's document preparation, data analysis, course scheduling, or project management, this position requires adept management of complex tasks and initiative to work independently. Analytical and project management abilities are essential, as success in this position involves assessing administrative priorities within established guidelines.

Effective, consistent communication is key in this role. The ASA will regularly interact with unit leadership and faculty members, serving both as an information hub, including providing program updates, a support for identifying appropriate institutional resources outside these units, and assisting with collaborative initiatives as needed. Timeliness, follow through of tasks, productivity, and responsiveness are all highly important. The ASA will also assist in managing student workers and supervising their task completion. And, of course, in all these duties, the successful candidate will be able to maintain strict adherence to university policies and procedures.

We are looking for someone who will find joy and fulfillment at the center of a fast-paced office, supporting a fascinating array of accomplished faculty, students, community members, and other NAU staff as we transform great ideas into reality.

Responsibilities Include

• 40% - Administrative Support
  • Provide necessary information to HR Service Team via HR ServiceNow.
  • Assist in the recruitment and hiring related to part-time faculty, graduate and undergraduate students and part-time employees.
  • Serve as primary class scheduler for PIA and provide backup scheduling support (Course Dog) to other units within the college.
  • Provide regular updated Enterprise reports to department leadership and make corrections weekly.
  • 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 sharing of department-wide announcements via email, social media, and physical posting of relevant events.
  • Process, track, and record scholarship awards to student recipients through Scholarship Universe.
  • 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.
  • Manage department software licensing making sure it is renewed yearly.
  • Participate in, plan for, and help prepare for departmental meetings (attend and take minutes), workshops, or other events.
• 30% - Operational and Building Support
  • Manage and staff front office operations, regularly 8am-5pm, Monday-Friday.
  • Accept, log, and/or return packages.
  • Manage office supply inventory.
  • Oversee printer 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 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.
• 15% - Financial Support
  • Assist Department Chair/Director(s) with basic fiscal transactions.
  • Collaborate with SBS Financial Team as needed, particularly around department budgets.
  • Track and provide monthly faculty/grad student professional development spending reports.
  • Track and update other department expenses spending reports.
  • In collaboration with PIs help track grant expenditures, as appropriate.
  • Maintain and track student employee budget for the department.
  • Provide guidance and support to faculty and students for submission of purchasing and travel service tickets via ServiceNow.
  • Obtain and reconcile P-card as appropriate.
• 10% - Student Supervision
  • Assist in the hiring of student employees for the department(s)
  • Supervise and assist with training of student employees.
  • Schedule student employees and approve time in PeopleSoft.
• 5% - Other
  • Responsibility for web stewardship and marketing for the department.
  • Other duties as assigned.

Minimum Qualifications

• Requires a high school degree; may require an Associate's degree.
• 1 years of relevant experience required.
• *A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.*

Preferred Qualifications

• Bachelor's degree.
• 5 or more years of administrative experience.
• Experience with PeopleSoft processes and CourseDog class scheduling.
• Experience providing support and resources for students and communities foregrounded by the academic units this position will assist.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of standard office policies and procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.

Skills

• Develops and maintains good working relationships.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Records maintenance.
• Microsoft Office Suite (Word, Excel, PowerPoint).
• Operates a variety of office machines including personal computers, telephones and copiers.

Abilities

• Solves problems.
• Organizational capabilities
• Communicates effectively.
• Provides excellent customer service.
• Gathers data, compiles information, and prepares reports.
• Balances competing priorities.

Compensation

Salary range begins at $38,628 - $48,285. Annual salary commensurate with candidate's qualifications and related experience.