Administrative Services Assistant, Senior - 608237

Job Title

Administrative Services Assistant, Senior

Job ID

608237

Location

Disability Resources

Full/Part Time

Full-Time

Favorite Job

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.

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

Northern Arizona University's Office of EAO - Disability Resources (D.R.) is now hiring one (1) Administrative Services Assistant, Senior to join their team. In this role, the selected candidate will serve as the first point of contact for individuals contacting the office.

Additionally, they will be responsible for setting up and maintaining student files in our database and filing system. This position involves assisting with PeopleSoft Financials interactions for the department and ensuring compliance with university policies. Strong organizational skills, attention to detail, and the ability to coordinate and schedule D.R. services are essential for success in this role.

Administrative Support - 45%

• Acts as the first point of contact for Disability Resources (D.R.), providing general information and triaging calls to the appropriate DR staff member.
• Maintains and inputs student data into the D.R. database and Legal Files system.
• Utilizes and references D.R. systems for student data.
• Manages and maintains student accommodation and demographic information, using established office procedures, methods, and systems.
• Communicates by phone, email, or in-person, addressing general questions from faculty, staff, students, parents, and the public regarding disability resources.
• Assists with administrative tasks, including calendar management, organizing case files, and managing logistics.
  
  

Scheduling and Coordination - 25%

• Coordinate with vendors to procure any necessary equipment or services.
• Collaborates with students, and works closely with D.R. staff to ensure seamless scheduling processes.
• Oversees student scheduling and manages appointments, ensuring effective coordination and maintenance of staff schedules and data.
  
  

Financial Reconciliation and Billing Support - 10%

• Performs administrative tasks that include making copies and reconciling invoices.
• Inputs, tracks, and processes purchasing documents.
• Responsible for managing purchasing documents, budgetary items, deposits, and travel-related paperwork.
• Oversees office supplies and orders, ensuring timely management of office supplies and handling orders.
• Organizes and updates the front office.
• Enters relevant codes related to office policies and procedures.
• Supports D.R. staff with their daily tasks and special assignments.
• Provides budgetary support, and prepares purchase orders, requisitions, and fund transfers to support clerical budget tasks.
  
  

Student Employee Supervision - 10%

• Hires and supervises student employees, assists with recruiting and overseeing student employees who assist with office functions.
• Assigns and monitors work tasks for student employees.
• Recommends and assists with student training needs.
• Conducts student employees' performance appraisals.
• Promotes open communication and feedback to support student employee performance, professional growth, and development.
  
  

Communication and Compliance - 5%

• Provides information about D.R. programs and services at NAU to prospective students, families, staff, and faculty via phone, email, or letter.
• Updates brochures, other outreach materials.
• Ensures that brochures, outreach flyers, and relevant forms accurately reflect current content.
• Assists staff in the coordination of special events.
  
  

Other - 5%

• Other duties as assigned.
  
  

Minimum Qualifications

• Requires a high school degree; may require an Associate's degree.
• 1-3 years of relevant experience required.
• A combination of related education, experience, and training may be used as an equivalent to the above educational Minimum Requirements.
  
  

Preferred Qualifications

• Bachelor's degree in relevant field.
• Experience with PeopleSoft, Legal Files, or other case management systems.
• Experience working with HIPAA standards and upholding confidential protocols.
  
  

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of standard office policies and procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
  
  

Skills

• Familiarity with computer software (e.g., Microsoft Office, legal databases.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Records maintenance.
• Microsoft Office Suite (Word, Excel, PowerPoint).
• Operates a variety of office machines including personal computers, telephones, and copiers.
• Attention to detail and strong organizational skills.
• Ability to work independently and as part of a team.
  
  

Abilities

• Ability to work with sensitive information and maintain confidentiality.
• Solves problems.
• Trains and leads others on office policies, procedures, and processes.
• Organizational capabilities
• Communicates effectively.
• Provide excellent customer service.
• Gathers data, compiles information, and prepares reports.
• Balances competing priorities.
• Promotes a diverse, inclusive environment.
  
  

Background 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. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. 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 (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Salary range starts 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.

Application Deadline

February 24, 2025 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.