Administrative Assistant
Full-Time at Northern Arizona University, Politics & Int'l Affairs
posted on July 11, 2012
Special Information
• The hours for this position are 8am to 5pm during the academic school year and 7:30am to 4:30pm in the summer.
Job Description
• Serves as the first point of contact for assisting students, faculty, staff, and the general public by answering or researching inquiries; refers inquires to other staff or departments as necessary.
*Demonstrates initiative and good work ethic; enthusiastic, positive attitude when assisting students, faculty and other constituencies.
• Works as a member of the department office team, maintains open communication with team members and assists with departmental office management.
• Assist in selecting, training, scheduling and supervising of student employees.
• Schedule and coordinate department events including conferences, meetings, retreats, orientations, guest speakers and hiring searches. Arrange facilities, catering and intineraries.
• Disseminates policy and procedures to faculty and students regarding department-funded travel; processes travel authorizations and claims through the NAU PeopleSoft Financial System; monitors the accuracy of travel documentation and traveler compliance with NAU policy; compiles reports related to faculty and student travel expenditures; interacts with other campus units on travel-related matters.
• Records and transcribes meeting minutes for department faculty and committee meetings.
• Processes routine purchases and payments through the NAU PeopleSoft Financial System; maintains records of departmental expenditures; prepares accounting and budget reports; processes interdepartment transfers; orders and maintains stocks of office supplies. Monitors expeditures and performs simple analysis to better track faculty related expenses.
• Composes and updates informational materials on own initiative to provide consistent and accurate information for undergraduate majors; compiles and reports information on undergraduate majors and assists with curriculum updates and changes updates.
• Maintain an instructor manual for the department. Provides information to instructors regarding procedural matters such as placement of textbook orders, office policies, etc.
• Responds to inquiries regarding departmental undergraduate program requirements. Works closely with the Undergraduate Coordinator to determining student applicability for scholarships and other awards. Processes awards and certificates.
• Assists the Administrative Associate with designated tasks pertaining to graduate programs and students, including preparing orientation packets, travel information, forms, and mailings and providing general administrative support.
• Operates office equipment such as personal computers, printers, copiers, fax, and multi-line phones; provides assistance to instructors and department employees regarding equipment functioning.
• Regularly maintains and updates department website, Facebook page, and other digital resources; produces and distributes monthly department newsletter.
• Maintains department display boards, signs and award plaques.
• Drafts correspondence, Checks, reviews, or prepares reports, forms, and other documents. Plans and prioritizes workload to meet designated deadlines.
• Assists with special projects as assigned by the Department Chair, Undergraduate Coordinator and Administrative Associate.
• Other administrative assignments as assigned.
Minimum Qualifications
• Four years of increasingly responsible office/administrative experience; OR,
• Any equivalent combination of experience, training and/or education.
Preferred Qualifications
• Experience and/or knowledge of higher education practices, policies and procedures.
• Experience with PeopleSoft and Microsoft Office (Outlook, Excel, Word, etc).
• Experience supervising/training employees.
• Experience with maintaining websites.
Knowledge Skills and Abilities
• Knowledge of standard office policies and procedures.
• Ability to solve problems and make decisions.
• Ability to effectively promote and maintain a positive environment.
• Skill in developing and maintaining good working relationships.
• Skill in the use of personal computer/software.
• Ability to problem solve and make decisions.
• Skill in recording and compiling material for reports.
• Ability to work in a flexible, changing environment.
• Ability to effectively communicate.
• Ability to work effectively with people from a variety of culturally diverse backgrounds.
General 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.
Salary
$32,130
FLSA Status
Non-Exempt.
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 family members. More information on benefits at NAU is available at www.nau.edu/hr. ; Classified Staff employees are in a probationary status for their first six months at NAU.
Employees offered a position on or after July 20, 2011, will be eligible for state health plans (including NAU's BCBS Plan) after 90 days of employment. If you accept an offer on or after July 20, 2011, you 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 your start date. More information is available at: http://hr.nau.edu/node/10159.
Application Deadline
July 24, 2012 at midnight.
