Description

Administrative Services Assistant, Senior

Northern Arizona University

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.

About the Department/College

The Department of Criminology and Criminal Justice (CCJ) is hiring an Administrative Services Assistant, Senior (ASA). The ASA is an essential member of the department, providing support to students, faculty, and the Department Chairs. The ASA manages the CCJ office, the hub of communication between students, the community, CCJ faculty, and department, college, and university leadership. The ASA will supervise our student worker and ensure that both internal and public-facing communications are managed in a timely and professional manner.

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.

The Administrative Services Assistant (ASA), Senior helps to maintain the smooth functioning of the department and will use their organizational skills, time management, budgetary and financial experience, and computer expertise to manage projects, supervise students, organize events, serve as a liaison to many university departments, and assist in the management of department resources. The position requires both the ability to work independently and to work well in a team environment.

Effective and consistent written and oral communication skills are vital to success in this position. Additionally, being adept at using Word, Excel, and PowerPoint is also an important tool in providing support to faculty and administrators. Timeliness, follow-through of tasks, productivity, and responsiveness are all highly important. The successful candidate will be able to maintain strict adherence to university policies and procedures while preserving confidentiality.

The ASA, Senior plays an important role in the success of our department, and we are looking for an individual who is seeking an opportunity to join our team.
Responsibilities Include

30% - Operational and Building Support

• Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
• Provides administrative/secretarial support for the department/division, such as answering telephones, assisting visitors, responding to generic inbox inquiries, and resolving and/or referring a range of administrative problems and inquiries.
• Operates a personal computer to compose and edit correspondence and/or memoranda; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Maintain Teams Folders.
• Manage records: retention of documents as well as disposal.
• 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 department software licenses and 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.

35% Direct Support - Chair, Faculty, Student

• In collaboration with the Department Chair, implement effective and efficient administrative and operational procedures for the Department.
• 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.
• Assist in hiring and supervising of student workers, undergraduate TA's.
• Maintain departmental documents, including listservs, syllabi on the shared drive (NAUShares),, etc.
• Obtain instructional equipment and supplies, including working with inventory and vendors.
• Assist with course scheduling, adding GTAs and TA's to course shells, execute changes in Coursedog in conjunction with the Department Chair, and maintain the department activities calendar.
• Serve as liaison to:
  • Registrar's Office
  • Financial Aid
  • Travel Team
  • SBS Advising
  • Dean's Office
  • Other NAU departments

• Provides guidance and support to staff and faculty of the department and other departments as requested.
• Arrange technology and support for meetings.
• Coordinates with the Scholarship Committee, handles letters to students, and applies award amounts in Scholarship Universe.
• Facilitates department-wide communication via social media, email, flyers, TV ads, etc.
• Assist faculty and graduate students with the submission of purchasing and travel requests.
• Schedules and coordinates classes, meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
  • Extends to all faculty, staff, and students in the department, as well as other departments, as requested.
  • International and Domestic

15% - Financial Support

• Initiates purchases via service tickets or Purchase Card (PCard).
• Uploads receipts, provides a public purpose, and verifies all transactions.
• Collaborates as needed with the finance team for appropriate speedcharts/account codes.
• Prepares required financial support forms, such as food forms, guest lecturers, etc.
• Collaborates with the finance team/Chair regarding anticipated expenses/revenue.
• Submits requests to the finance team for journal transfers (IDT/IPT).
• Submits requests to the finance team for position funding changes and vacant position requests.
• Collaborates with the finance team/Chair regarding Dept budgets/forecasting/monthly meetings.
• Submits requests to the finance team for financial reports as needed from ERS reporting (state/local/grant)
• Reconciles the monthly Enterprise report with financial charges.
• Handle reimbursements from Foundation accounts.
• Track faculty professional development and graduate student travel award funding.
• Manage student worker employment budget.
• Obtain and reconcile P-Card.

10% - Event Planning, Coordination, and Support

• Responsible for event coordination in relation to the Department.
• Including but not limited to:
  • Orientations
  • Faculty Searches
  • Field Education Events
  • Club Events
  • Graduation/Hooding Ceremonies
  • Faculty projects [Interrupting Harm Lab / Wurgler Chair / Hood Initiative]
  • Provide Support for College events
  • Graduation
  • This is SBS
  • Welcome Week

10% Human Resources and Other

• Hire, train, and supervise student employees, temporary employees, and new employees.
• Assist with Faculty Search processes, scheduling on-campus interviews, and maintain secure Teams folders
• Works with HR Service Team to submit hiring paperwork (Epars), tracks hiring processes for PT faculty, teaching assistants, and personnel, to ensure all paperwork is completed, cases are closed, and personnel are ready for work on time.
• Monitors and approves time reporting office student worker, monitors undergraduate TA time reporting, and communicates with faculty supervisors to ensure timely student pay.
• 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 AND one year of directly related administrative experience; OR,
• Five years of directly related administrative experience; OR,
• Knowledge of or experience with PeopleSoft Class Scheduling processes and College Net 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 is $38,628 - $48,285. Annual salary commensurate with candidate's qualifications and related experience.

Pre-Employment Check

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. Also, 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.

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements.

Notice of Availability of the Annual Fire and Security Report

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.

Immigration Support/Sponsorship

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

Submit your Application

To apply for this position, please click on the "Apply" button on this page. You must submit your application by midnight of the application deadline.

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, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.



To apply, please visit: https://careers.nau.edu/jobs/administrative-services-assistant-senior-flagstaff-arizona-united-states-721b8920-9442-41a0-a2f9-3e3de25088bd







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