Administrative Services Assistant, Sr

Job Title
Administrative Services Assistant, Sr
Job ID
607866
Location
Economic Policy Institute
Full/Part Time
Full-Time

Regular/Temporary
Regular
Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

NAU Elevating Excellence Academic Excellence | Student Success | Commitment to Indigenous People | Impactful Scholarship | Mission-driven Faculty and Staff | Community Engagement | Sustainable Stewardship of Resources

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.

Job Description

The Economic Policy Institute (EPI) housed out of The W.A. Franke College of Business, provides rural and tribal Arizona communities with data-driven research, and distributes financial and economic education to students of all ages.

This position will provide a variety of general administrative/clerical support to the Economic Policy Institute (EPI), under general supervision of the EPI Director. This position will organize the annual Economic Outlook Conference, provide general office management support and assist with grant budget tracking and submission. The individual selected for this role will be expected to know how to manage a busy Director's calendar, while at the same time organize one of the largest outreach conferences at NAU and general office management.

Administrative Support - 40%

Serves as the primary point of contact on any matter directed to the department by university or community partners.
Independently researches and prioritizes incoming questions or issues, and determines appropriate course of action, referral, and/or response.
Responsible for general office management such as supply order and inventory, and processes orders of equipment as needed.
Responsible for managing the Director's calendar, including scheduling meetings, travel arrangements, and ensures effective time management.
Collaborates with NAU property surplus for inventory tracking, management and disposal.
Attends all EPI meetings, taking minutes at the Director's request and disseminates notes to appropriate parties.
Provides meeting agendas and background materials to all individuals in attendance, at the direction of the Director.
Gathers, investigates, researches, analyzes, and/or studies information affecting University-wide, intradepartmental, or interdepartmental operations.
Composes correspondence to clients, funding sources and community partners
May help EPI staff with general office duties such as copying, scanning or correspondence.
Event Oversight - 30%

Manages the organization of the annual Economic Outlook Conference.
Responsible for contacting vendors, and community partners to provide exceptional support to one of the largest community outreach events at NAU.
Designs and organizes the distribution of invitations to the conference, tracks RSVPs and attendance at the event.
Manages conference travel and itineraries as needed.
Provides on-site support at the conference, handling day of issues and managing any points of concern at the event.
Provides event follow-up after conference, as requested by the Director and event staff.
Grant Budget and Support - 15%

Provides assistance with research, summarize and analyze information and statistics to compile data to prepare special and recurring reports, proposals, and grants.
Assists the research department with grant budget tracking and communication.
Provides assistance with invoices through tracking outgoing invoice requests and follow up for past due invoices.
Will proof read, provide assistance with formatting and assist with submitting grant RFPs, on an semi-annual basis.
May provide backup assistance for grant budget analysis overview.
Policy Compliance - 10%

Aids in the understanding and interpretation of university policies and procedures.
Helps to ensure the EPI office operations are following policy provisions and standards, while operating under the direction of the Director.
Other - 5%

Other duties as assigned.

Minimum Qualifications

Requires a High School diploma, or Associate's degree.
1 - 3 years of relevant experience.
A combination of related education, experience and training may be used as an equivalent to the above educational minimum requirements.

Preferred Qualifications

Bachelor's or Master's degree in Business or related field.
Experience in working at a university or institute of higher education.
Experience with event management, travel planning and logistics.
Analytical skills- Ability to and experience with research, compiling, and analyzing data.
Project management skills- knowledge of project management principles and tools.
Budget management skills- experience with budget preparation, monitoring, and reporting, etc..

Knowledge, Skills, & Abilities

Knowledge

Knowledge of standard administrative policies and practices.
Knowledge of providing customer and personal services.
Knowledge of records administration and maintenance techniques and procedures.
Familiarity with handling competing schedules and/or deadlines.
Skills

Planning, analyzing, and coordinating activities and establishing priorities.
English composition, grammar, spelling, punctuation, and basic math.
Scheduling and planning meetings.
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Operation of variety of office machines including personal computers, multi-line telephones and copiers.
Abilities

Problem solving, organizational, and analytical capabilities.
Communicates effectively.
Balances competing priorities.
Promotes a diverse, inclusive environment.

Background 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. Finally, 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 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Salary range begins at $41,000. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours worked.

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 dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees 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 the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

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