Administrative Assistant
Full-Time at Northern Arizona University, Gateway Student Success Center
posted on September 14, 2012
Job Description
• Assesses needs of students, parents, faculty, employers and other visitors/callers to the Gateway and answers procedural questions. Makes referrals to other departments or schedules appointments with advisors.
• Uses Gateway specific software to check-in appointments, walk-ins, and special events attendees.
• Reviews reports for updates and errors.
• Logs in receipt of various forms and money.
• Processes mail on a daily basis, date stamps, separates and distributes on- or off-campus mail or other materials to work unit members; determines appropriate recipient based on subject of correspondence or mail.
• Assists staff with special projects as directed, such as mass mailings, signage, forms maintenance and periodic file purging.
• Assists the Employment team with registrations and preparation for special events (Career Day, Interview Day and others).
• Recommends changes to policies or procedures affecting assigned function.
• Ensures office staff is informed of new or revised procedures and any pertinent information regarding assigned function(s); updates related policy/procedure manuals.
• Checks, reviews or prepares records, reports, forms or other documents of various kinds pertinent to assigned function(s); personally investigates complicated problems or errors relating to student or parent questions.
• Drafts correspondence; answers questions or complaints and makes adjustments within established limits.
• Plans and prioritizes work load to meet set deadlines and work unit goals.
• May coordinate the activities of student workers.
• May open or close the Center or direct others doing so.
• Investigates, evaluates and resolves typical administrative/operational problems or situations impacting the work unit.
• Composes written correspondence free of misspellings and grammatical errors.
• Communicates and collaborates with relevant campus offices, liaisons, and faculty as needed to facilitate smooth operations and program success.
• Provides clerical and project support for the Gateway and University Advising, as needed.
• Acts as Building Manager for large facility with high student traffic and campus visibility.
• Processes HR paperwork for hiring activities.
• Record minutes for a variety of meetings.
• Acts as administrative support for Bachelor of University Studies degree.
• Coordinates travel for University Advising.
• Other office projects as requested.
Minimum Qualifications
• Four years of directly related administrative experience; OR,
• Any equivalent combination of experience, training and/or education.
Preferred Qualifications
• Knowledge of NAU policies and procedures.
• Experience with LOUIE or PeopleSoft.
• Knowledge of Word, Excel, Calendaring software, e-mail.
• At least one year of experience in a directly related function.
• Self-motivated and able to work with minimal supervision.
• Demonstrated multi-tasking skills.
• Experience handling sensitive and confidential issues in an office environment.
Knowledge Skills and Abilities
• Ability to work effectively with people from a variety of culturally diverse backgrounds.
• Ability to communicate effectively.
• Ability to work in a team-based structure.
• Ability to perform multi-pragmatic tasks successfully.
• Demonstrated customer service skills.
• Skill in the operation of a variety of office machines including, personal computers, telephones and copiers, etc.
• Extensive knowledge of office and administrative practices and principles.
• Proficiency in the use of Excel, Access, Word, Outlook, Visio software programs.
• Accuracy and attention to detail.
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
$29,000
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
September 27, 2012 at midnight.
