Northern Arizona University
C3 Administrative Assistant
Northern Arizona University, Phoenix, Arizona, United States, 85223
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 primarilyat the Flagstaff Mountain campus with or without accommodation. Opportunities for remote work are rare.This position is posted as C3 Administrative Assistant, which is a working title. The NAU system title for this position is Administrative Services Assistant Senior.This position is subject to the availability of funding. The incumbent is not eligible for Classified Staff layoff or recall status.Job Description
Performs a variety of advanced office/administrative support duties related to the work in Comunidad, Cultura y Conexion (C3), under the supervision of the Program Manager. Uses specialized functional knowledge to analyze and respond to administrative matters within established limits to ensure that the program’s needs are being met and that University procedures and policies are being followed. The Administrative Assistant will help in scheduling speakers, arranging rooms for workshops, and performing other day to day efforts that helps support all the planned activities for the proposed components.
C3 is a five-year program funded through the U.S. Department of Education seeking to increase student retention and access to postsecondary education. The program will coordinate educational support services in areas of academics, community building, finances, and well-being for Hispanic and first-generation students through a cohort-based freshmen and sophomore program with shared coursework, high impact practices, and wrap-around, coordinated services. To that end, C3 also provides training for faculty and staff while coordinating alignment of NAU’s social, emotional, academic, and financial support services to better meet student needs through development of an advisory group focused on institutional policies and procedures.
Administrative Support - 40%
Coordinates and performs a range of staff and operational support activities for the program; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.Manages scheduling, resources, and operation for the C3 program, including helping to schedule classes, meetings, events, interviews, appointments, and other similar activities for supervisors.Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.Coordinates all aspects of staff travel as needed, which may include making hotel, flight, and rental car reservations, and submitting documentation for university business trips, processing reimbursement requests for travel and maintaining records.Establishes, maintains, and updates files, databases, records, and/or other documents.Liaison with the NAU Service Teams on programmatic requests.Prepares meeting agendas, logistics, communications, materials, and minutes.Financial Support - 40%
Support C3 activities through placing orders to purchase supplies and materials, including alternative technical products and bulk purchases.Maintains accurate expense allocations to the appropriate Speedchart budget and grant number as needed.Prepares and processes departmental financial purchases by entering Service Team tickets and uploading appropriate documentation, monitoring service team actions and payments.Assists with managing grants, contract renewals, subcontracts, consulting agreements, and working files to ensure that funding agency goals and deadlines are met.Ensures all contracts and processes for payments are established.Manages contracts and Work with C3 program manager and Service Teams staff to coordinate financial activities.Utilize departmental purchasing card for approved expenditures and complete reconciliation of purchasing card transactions in accordance with purchasing card policies and procedures.Tracks budget expenses according to Grant and Contract RequirementsPrepares financial reports when requested.Marketing Outreach - 15%
Coordinates marketing for events, workshops service projects, and/or recognition in relation to the program.Coordinates C3 marketing and communication initiatives.Other - 5%
Attend meetings, trainings and other events.Perform other duties as assigned.
Minimum Qualifications
Requires a high school degree.1-3 years of relevant experience required.Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.Preferred Qualifications
Associate’s or Bachelor’s degree.Experience with Word and Excel.Experience with NAU administrative systems.Experience working with diverse populations.Ability to speak and write in Spanish.
Knowledge, Skills, & Abilities
Knowledge
Knowledge of standard office policies and procedures.Knowledge of supplies, equipment, and/or services ordering and inventory control.Skills
Develops and maintains good working relationships.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.Abilities
Solves problems.Organizational capabilities.Communicates effectively.Gathers data, compiles information, and prepares reports.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 asthiscampushason-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
Anticipated salary range is $39,000 - $45,000. Annual salarycommensurate with candidate's qualifications and relatedexperience.
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
November 4, 2024 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 theDisability Resources Office at928-523-8773, 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.
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 primarilyat the Flagstaff Mountain campus with or without accommodation. Opportunities for remote work are rare.This position is posted as C3 Administrative Assistant, which is a working title. The NAU system title for this position is Administrative Services Assistant Senior.This position is subject to the availability of funding. The incumbent is not eligible for Classified Staff layoff or recall status.Job Description
Performs a variety of advanced office/administrative support duties related to the work in Comunidad, Cultura y Conexion (C3), under the supervision of the Program Manager. Uses specialized functional knowledge to analyze and respond to administrative matters within established limits to ensure that the program’s needs are being met and that University procedures and policies are being followed. The Administrative Assistant will help in scheduling speakers, arranging rooms for workshops, and performing other day to day efforts that helps support all the planned activities for the proposed components.
C3 is a five-year program funded through the U.S. Department of Education seeking to increase student retention and access to postsecondary education. The program will coordinate educational support services in areas of academics, community building, finances, and well-being for Hispanic and first-generation students through a cohort-based freshmen and sophomore program with shared coursework, high impact practices, and wrap-around, coordinated services. To that end, C3 also provides training for faculty and staff while coordinating alignment of NAU’s social, emotional, academic, and financial support services to better meet student needs through development of an advisory group focused on institutional policies and procedures.
Administrative Support - 40%
Coordinates and performs a range of staff and operational support activities for the program; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.Manages scheduling, resources, and operation for the C3 program, including helping to schedule classes, meetings, events, interviews, appointments, and other similar activities for supervisors.Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.Coordinates all aspects of staff travel as needed, which may include making hotel, flight, and rental car reservations, and submitting documentation for university business trips, processing reimbursement requests for travel and maintaining records.Establishes, maintains, and updates files, databases, records, and/or other documents.Liaison with the NAU Service Teams on programmatic requests.Prepares meeting agendas, logistics, communications, materials, and minutes.Financial Support - 40%
Support C3 activities through placing orders to purchase supplies and materials, including alternative technical products and bulk purchases.Maintains accurate expense allocations to the appropriate Speedchart budget and grant number as needed.Prepares and processes departmental financial purchases by entering Service Team tickets and uploading appropriate documentation, monitoring service team actions and payments.Assists with managing grants, contract renewals, subcontracts, consulting agreements, and working files to ensure that funding agency goals and deadlines are met.Ensures all contracts and processes for payments are established.Manages contracts and Work with C3 program manager and Service Teams staff to coordinate financial activities.Utilize departmental purchasing card for approved expenditures and complete reconciliation of purchasing card transactions in accordance with purchasing card policies and procedures.Tracks budget expenses according to Grant and Contract RequirementsPrepares financial reports when requested.Marketing Outreach - 15%
Coordinates marketing for events, workshops service projects, and/or recognition in relation to the program.Coordinates C3 marketing and communication initiatives.Other - 5%
Attend meetings, trainings and other events.Perform other duties as assigned.
Minimum Qualifications
Requires a high school degree.1-3 years of relevant experience required.Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.Preferred Qualifications
Associate’s or Bachelor’s degree.Experience with Word and Excel.Experience with NAU administrative systems.Experience working with diverse populations.Ability to speak and write in Spanish.
Knowledge, Skills, & Abilities
Knowledge
Knowledge of standard office policies and procedures.Knowledge of supplies, equipment, and/or services ordering and inventory control.Skills
Develops and maintains good working relationships.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.Abilities
Solves problems.Organizational capabilities.Communicates effectively.Gathers data, compiles information, and prepares reports.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 asthiscampushason-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
Anticipated salary range is $39,000 - $45,000. Annual salarycommensurate with candidate's qualifications and relatedexperience.
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
November 4, 2024 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 theDisability Resources Office at928-523-8773, 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.