Administrative Associate
Full-Time at Northern Arizona University, Politics & Int'l Affairs
posted on September 19, 2012
Special Information
***• This position is available to NAU Employees Only****
The department offers the BA, BS, MA, MPA, and Ph.D. degrees. Northern Arizona University is a 20,000 student institution with its main campus in Flagstaff, a four season community of about 60, 000 at th base of the majestic San Francisco Peaks. The university is committed to a diverse and civil working and learning environment. Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification prior to employment. You may also be required to complete a fingerprint background check.
Job Description
• Reports to the Chair of the Department.
• Performs a variety of Administrative support activities, budgeting and departmental business affairs related activities, in consultation with the chair.
• Knowledge of NAU applications including PeopleSoft, Advantage and Business Objects.
Budget:
• Manages and administers accounting, budgeting, auditing, reconciling and other financial functions of all departmental budgets and grants.
• Manages and administers State, Local, Grant, Foundation and other accounts of the department.
• Using spreadsheets prepares, organizes, analyzes, summarizes and reconciles monthly financial reports, grant reports, administrative reports and discusses these every month with the chair.
• Recommends expenditures or actions for administrative and operational needs.
• Manages and controls expenditures in compliance with budgeted amounts.
• Uses departmental purchasing card for approved expenditures.
• Maintains unit documents such as ledgers, personnel records, budget data and financial records; ensures adherence to policy and procedures and monitors processes and documentation for accuracy.
• Identifies needs for staffing, capital equipment/improvements, supplies, and in consultation with the chair, takes required action within the constraints of the budget allocation.
• Creates paperwork/ePAR for hiring faculty, students and part-time employees and ensures all documentation is attached.
Administrative and other functions:
• Coordinates General Administrative functions of the department.
• Serves as a liaison to faculty, staff, students, alumni, outside agencies and the public concerning information or complaints. Makes sure the chair is kept informed of complaints.
• Answers inquiries and composes correspondence on own initiative on general and technical matters in accordance with established guidelines. Keeps the chair informed of these inquiries etc and consults with Chair when unsure of guidelines .
• Screens phone calls and visitors, directing to appropriate staff or department when necessary: provides information requiring comprehensive knowledge of department policy, procedures and operations.
• Plans and arranges conferences, meetings, or department events under general instructions from chair: communicates arrangements to appropriate individuals.
• Coordinates schedules and tracks progress of specialized work projects or departmental functions.
• Participates in special projects as directed.
• Works with the Graduate Coordinator to plan and prepare for graduate meetings. Updates graduate student records and helps with other needs of the graduate program. Maintains a record of minutes of graduate meetings and helps keep policy documents up to date.
• Assists the chair in course scheduling for spring, summer, fall and winter sessions for face to face and online classes using PeopleSoft . Adjusts as directed by the chair.
• Creates and analyzes Business Object and PAIR reports for the chair and faculty on the number of majors, student credit hours (SCH) and full time equivalent (FTE).
• Researches, summarizes, and analyzes information; calculates statistics and compiles data to prepare special reports containing sensitive or specialized information following supervisor's directions.
• Collaborates with interdisciplinary programs that work with PIA for scheduling of classes and events.
• Organizes special events and implements PR for the department.
• Hires, coordinates and supervises the activities of student workers.
• Coordinates the department web pages.
• Maintains and updates manuals on department policies. Recommends new or revised policies if needed.
Minimum Qualifications
• Bachelor's degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR,
• Five years of directly related administrative experience; OR,
• Any equivalent combination of experience, training and/or education.
Preferred Qualifications
• Knowldege of NAU travel and accounting policies, practices and procedures.
• Knowledge of PeopleSoft Class Scheduling processes including Extended Campus Scheduling.
Knowledge Skills and Abilities
• Knowledge of NAU accounting and budget procedures.
• Knowldege of standard office policies and procedures.
• Skill in developing and maintaining good working relationships.
• Skill in English Composition, Grammar, spelling, and punctuation.
• Skill in use of personal computer and software.
• Ability to problem solve and make decisions.
• Ability to supervise in a professional way.
• Ability to communicate effectively and professionally.
• Ability to work effectively with people from a variety of diiverse cultural backgrounds.
• Demonstrated ability to maintain the confidentiality of information.
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
$34,000 - $36,500
FLSA Status
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
October 2, 2012 at midnight.
