Executive Assistant
Full-Time at Northern Arizona University, College of Health & Human Svcs
posted on August 4, 2012
Job Description
Coordinate the hiring of new faculty:
• Ensure accuracy, organization, and flow of the faculty hiring process for the entire college, including units located at the Phoenix Biomedical Campus.
• Assist departments with initial paperwork to start the process and arrange for Affirmative Action training for search committee.
• Act as liaison between hiring departments, the executive dean's office, the Provost's office, and the office of Affirmative Action.
• Carefully review all documentation received from search committees, as well as HR web postings, for accuracy, appearance, and conformity to set guidelines. Provide assistance with any necessary revisions.
• Train/mentor administrative staff in hiring departments in regard to the faculty hiring process and AA requirements.
• Initiate communication with all faculty applicants. Provide NAU-CHHS promotional material.
• Assist with scheduling campus interviews for candidates. Schedule interviews with Executive and Associate Dean, reserve rooms for teaching demonstrations and other meetings.
• Once candidate is selected, work with hiring departments to ensure that the NAU hiring process is completed in an accurate and timely manner. Monitor the completion of background checks, receipt of transcripts, accuracy of offer letters, and entry of accurate ePARs.
• Keep accurate records throughout the entire search process and archive according to the State of AZ Records Retention Policy.
Coordinate Course/Class Management:
• Create HHS, NTS, and HPI classes each semester in both the PeopleSoft and Extended Campuses systems. Ensure that each instructor is accurately paid.
• Monitor enrollments and cancel low enrollment classes as necessary.
• Map course evaluations.
• Upload the LOUIE Schedule of Classes to Outlook Calendar and monitor for classroom scheduling conflicts.
• Create final exam schedule for designated classrooms to avoid conflicts.
Support for Associate Dean:
• Analyzes administrative and operational functions; reviews policies and procedures systems for efficiency; implements appropriate changes and system improvements.
• Responds to management and public requests for information and resolves politically sensitive issues.
• Review and approve operational documents.
• Manage the associate dean's calendar.
• Process the associate dean's travel, using PeopleSoft Financial system, according to NAU travel policy.
• Purchase items, as requested, using NAU purchasing cards. Process purchasing card logs for self and the associate dean.
• Assist the associate dean with student grade appeals and program dismissals.
• Create and distribute department chair evaluations each spring using NAU Select Survey software.
• Initiate faculty ePARs as requested by the college Fiscal Operations manager.
• Serve as backup reception for the executive dean's office.
Native American Support:
• Assist the Project Coordinator of the NJAcS (Native Journey to Academic Success) grant. Schedule meetings as requested. Support the Dream Catcher event each spring with scheduling, workbook preparation, and student navigation.
• Analyze and review administrative and operational functions for efficiencies and implements appropriate changes and system improvements.
Minimum Qualifications
• Bachelor's degree in field appropriate to area of assignment AND two years administrative/coordinative program experience; OR,
• Six years of progressively responsible administrative coordinative program experience; OR,
• Any equivalent combination of experience, training and/or education.
Preferred Qualifications
• Experience with faculty hiring process.
• Experience with Peoplesoft Financials (previously Advantage), PeopleSoft (LOUIE), and Enterprise Reporting (Business Objects).
• Experience with Course Builds in LOUIE and Extended Campuses.
• Experience with Microsoft Office Suite (Excel, Word, Access, PowerPoint, Publisher, Outlook).
• Experience with Select Survey software.
Knowledge Skills and Abilities
• Knowledge of office and administrative practices and principles.
• Organization skills, attention to detail.
• Knowledge of accounting and budgeting procedures and techniques.
• Ability to problem solve and make decisions.
• Skill in planning, analyzing and coordinating activities and establishing priorities.
• Professional written and verbal communication skills. Strong editing ability.
• Ability to work under deadlines.
• Abiilty to work effectively with people from a variety of culturally diverse backgrounds.
General Information
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.
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
$38,000 - $43,500
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
August 16, 2012 at midnight.
