Northern Arizona University
Executive Assistant, Senior
Northern Arizona University, Flagstaff, Arizona, United States, 86004
This job was posted by https://www.azjobconnection.gov : For more information, please see: https://www.azjobconnection.gov/jobs/6732926
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r Executive Assistant, Senior
r
r Location: Office of the Provost
r Regular/Temporary: Regular
r Job ID: 608116
r Full/Part Time: Full-Time
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r 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.
{ cke saved href="https://nau.edu/president/strategic-plan/" isparent="" target=" blank"}
Special Information
This position is an on-site position which requires the incumbent to complete their work primarily at the Flagstaff Mountain campus with or without accommodation. Opportunities for remote work are rare.
Job Description
Reporting to the Chief of Staff, the Senior Executive Assistant will provide wide-ranging administrative and project support to the Senior Vice Provost of Academic Operations and Vice Provost for NAU Online as well as the Associate Vice Provosts and Associate Vice Presidents reporting to these positions. The Senior Executive Assistant will also provide support to the Associate Vice President for Financial Oversight (AVPFO).
The individual in this position is expected to meet the needs of the Office of the Provost actively and effectively, including the application of proactive problem-solving techniques and the skills necessary to diplomatically handle issues of critical importance to the office.
Administrative Support - 50%
With minimal direction from the Chief of Staff, oversee the Vice Provosts\' (VP) and AVPFO\'s calendars, including the administration and prioritization of meetings, invitations, and other events (includes making determinations regarding scheduling priorities, providing confirmation of attendance when applicable, gathering vital information about event/meeting logistics, and tactfully managing scheduling conflicts and prioritization).Negotiate and manage the needs of individuals and groups requesting time with the VPs and AVPFO, often working independently to commit their time in a manner that advances the priorities of the office.Coordinate with the Executive Assistants in the Provost\'s Office to manage event attendance requests for the Provost and Vice Provosts, ensuring their schedules are optimized and balanced.Communicate effectively with collaborators and stakeholders to manage rescheduling and/or cancellations resulting from emergent priorities, using diplomacy and judgment to ensure understanding and minimize disruption.Make appropriate arrangements with a high-level of attention to detail for meetings and events held by the VPs and AVPFO throughout the academic year, including scheduling presenters, meeting room setup, virtual/tech preparation, room reservations, catering/reservations and the like, to facilitate successful meetings and events.
Financial Management Support - 15%
Leads operational financial processing for the Provost\'s Office, including submitting purchase orders, reconciling p-card accounts and processing reimbursements.Provide direct assistance to the Vice Provosts and AVPFO for their travel needs, encompassing booking travel and reconciling expenses/expense reports.Act as the liaison to the NAU Foundation, handling gift notifications, preparing reports, and sending appropriate notifications.Maintain internal tracking of the Provost\'s Office computer equipment and prepare the annual inventory documentation.
Personnel Management Support - 10%
Manages payro l processes and related reporting for all employees funded by these units. Includes supporting supervisors and employees on timesheets, leave requests, supplemental pay, and monitoring part-time employees\' hours in compliance with university policy.Creates and monitors payroll expense and salary savings data on a bi-weekly basis. Updates and monitors internal reports and notifies VPs and AVPFO of any urgent findings.Provide comprehensive support for high-level recruitments, including coordinating search committees, scheduling interviews, arranging candidate travel, managing candidate communications, and facilitating the onboarding process for successful candidates.Oversees the processes and procedures related to all employee hiring within the Office of the Provost, ensuring university guidelines and requirements are followed. Serves as a liaison between Human Resources, Equity and Access Office, and the Center for International Education for international hires, as necessary.
Strategic Planning and Support - 10%
Prepare detailed briefings to ensure the VPs and AVPFO are well-prepared for meetings and events with internal and external audiences. Execute appropriate follow-through on meetings and appointments, as necessary, including meeting notes and minutes.
Identify impactful information and elevate issues to the attention of the Chief of Staff.
Contribute t
r
r Executive Assistant, Senior
r
r Location: Office of the Provost
r Regular/Temporary: Regular
r Job ID: 608116
r Full/Part Time: Full-Time
r
r 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.
{ cke saved href="https://nau.edu/president/strategic-plan/" isparent="" target=" blank"}
Special Information
This position is an on-site position which requires the incumbent to complete their work primarily at the Flagstaff Mountain campus with or without accommodation. Opportunities for remote work are rare.
Job Description
Reporting to the Chief of Staff, the Senior Executive Assistant will provide wide-ranging administrative and project support to the Senior Vice Provost of Academic Operations and Vice Provost for NAU Online as well as the Associate Vice Provosts and Associate Vice Presidents reporting to these positions. The Senior Executive Assistant will also provide support to the Associate Vice President for Financial Oversight (AVPFO).
The individual in this position is expected to meet the needs of the Office of the Provost actively and effectively, including the application of proactive problem-solving techniques and the skills necessary to diplomatically handle issues of critical importance to the office.
Administrative Support - 50%
With minimal direction from the Chief of Staff, oversee the Vice Provosts\' (VP) and AVPFO\'s calendars, including the administration and prioritization of meetings, invitations, and other events (includes making determinations regarding scheduling priorities, providing confirmation of attendance when applicable, gathering vital information about event/meeting logistics, and tactfully managing scheduling conflicts and prioritization).Negotiate and manage the needs of individuals and groups requesting time with the VPs and AVPFO, often working independently to commit their time in a manner that advances the priorities of the office.Coordinate with the Executive Assistants in the Provost\'s Office to manage event attendance requests for the Provost and Vice Provosts, ensuring their schedules are optimized and balanced.Communicate effectively with collaborators and stakeholders to manage rescheduling and/or cancellations resulting from emergent priorities, using diplomacy and judgment to ensure understanding and minimize disruption.Make appropriate arrangements with a high-level of attention to detail for meetings and events held by the VPs and AVPFO throughout the academic year, including scheduling presenters, meeting room setup, virtual/tech preparation, room reservations, catering/reservations and the like, to facilitate successful meetings and events.
Financial Management Support - 15%
Leads operational financial processing for the Provost\'s Office, including submitting purchase orders, reconciling p-card accounts and processing reimbursements.Provide direct assistance to the Vice Provosts and AVPFO for their travel needs, encompassing booking travel and reconciling expenses/expense reports.Act as the liaison to the NAU Foundation, handling gift notifications, preparing reports, and sending appropriate notifications.Maintain internal tracking of the Provost\'s Office computer equipment and prepare the annual inventory documentation.
Personnel Management Support - 10%
Manages payro l processes and related reporting for all employees funded by these units. Includes supporting supervisors and employees on timesheets, leave requests, supplemental pay, and monitoring part-time employees\' hours in compliance with university policy.Creates and monitors payroll expense and salary savings data on a bi-weekly basis. Updates and monitors internal reports and notifies VPs and AVPFO of any urgent findings.Provide comprehensive support for high-level recruitments, including coordinating search committees, scheduling interviews, arranging candidate travel, managing candidate communications, and facilitating the onboarding process for successful candidates.Oversees the processes and procedures related to all employee hiring within the Office of the Provost, ensuring university guidelines and requirements are followed. Serves as a liaison between Human Resources, Equity and Access Office, and the Center for International Education for international hires, as necessary.
Strategic Planning and Support - 10%
Prepare detailed briefings to ensure the VPs and AVPFO are well-prepared for meetings and events with internal and external audiences. Execute appropriate follow-through on meetings and appointments, as necessary, including meeting notes and minutes.
Identify impactful information and elevate issues to the attention of the Chief of Staff.
Contribute t