Special Information

• The Administrative Services Assistant, Sr. position is a customer facing position, so in person attendance is required. This position allows for up to one day (8 hours) a week remote, provided that the employee is in good standing. Supervisor has the right to rescind or rearrange remote work days to suit business needs.

About the Department/College

The Department of Civil Engineering, Construction Management and Environmental Engineering (CECMEE), within the Steve Sanghi College of Engineering is comprised of twenty-one full-time faculty. We provide students with a well-rounded, personalized, education in civil engineering, environmental engineering, and construction management; with an emphasis on producing baccalaureate students who are fully prepared for professional practice upon graduation. The Department offers bachelor’s and master’s degrees in civil engineering, environmental engineering, project management, and construction management. Our Mission is “to create the next generation of ethical, work-ready, high-performance construction, civil and environmental engineering professionals.”

About the Position

NAU's Steve Sanghi College of Engineering is searching for an Administrative Services Assistant, Senior to work with the Department of Civil Engineering, Construction Management and Environmental Engineering (CECMEE). This position performs a variety of advanced office/administrative support duties related to the work unit, which require a thorough knowledge of functions within the department. The ideal candidate uses specialized knowledge to analyze and respond to administrative matters to ensure that the department’s needs are being met and that University procedures and policies are being followed. This position follows standard principles and guidelines with some latitude for personal decision making; decision making is expected to utilize existing standards and procedures.

Responsibilities Include

75% - Operational Support

• Track university and college action items and deadlines for unit.
• Onboard student workers, staff, and faculty.
• Maintain and support newsletters, social media, and departmental webpages.
• Develop and support logistics for summer programs and special student programs.
• Support unit-level industry and advisory board engagement.
• Oversee Time and Labor entry and policy compliance.
• Oversee all hiring and termination of student workers in the unit, including leading and training lower graded staff and student employees as required.
• Exchange information and coordinate with other university and college staff.
• Maintain affiliation agreements that support industry hiring of our students for internships.

15% - Departmental Support

• Support textbook adoption processes (e.g., as a liaison).
• Support professional student organization activities.
• Provide event planning for seminars, receptions, meetings, field trips, etc.
• Support UGRADS and Capstone Senior Design activities.
• Manage scholarships and coordinate the scholarship committee within the unit.
• Serve as liaison to faculty, staff, students, alumni, outside agencies and public concerning information or complaints.
• Make PCard Purchases for non-service-related items for department.
• Enter and monitor service tickets for group travel on behalf of faculty and students.
• Support departmental industrial advisory board meetings and arrangements through preparation, transcription, and distribution of agendas and/or minutes of meetings, as well as scheduling board meetings and tracking attendance.

5% - Administrative support

• Support logistics for campus visitors and interview candidates.
• Support search processes not covered by shared services including scheduling, creating itineraries, communicating with candidates, and coordinating the search process.
• Assist departmental leadership with course scheduling.
• Arrange and participate in meetings and prepare minutes, notices, and agendas for department meetings.
• Maintain departmental files and paperwork – hard copies as well as digital files.
• Establish, maintain, and update files, databases, records, and other documents.

5% - Other

• Provide occasional administrative support and assistance to other departments in the college for special events/occurrences as needed.
• Other duties as assigned.

Minimum Qualifications

• High School Degree.
• 1 year of related experience.

*A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.

Preferred Qualifications

• 1-3 years administrative experience within a higher educational setting.
• 2 or more years’ experience as an administrative assistant.
• 2 or more years working at NAU; can be concurrent with other experience.

Knowledge, Skills, & Abilities

Knowledge

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

Skills

• Demonstrate initiative by driving tasks to completion and using effective follow-up methods.
• Develop and maintain productive working relationships.
• Maintain proficiency in English composition, grammar, spelling, punctuation, and basic math.
• Manage records and inventory with high accuracy.
• Utilize Microsoft Office Suite, including Word, Excel, Outlook, Teams, and PowerPoint.
• Operate office equipment such as personal computers, telephones, and copiers.
• Apply strong organizational and time management techniques to daily tasks.

Abilities

• Execute complex administrative tasks efficiently with minimal supervision.
• Adopt new and unfamiliar software quickly through strong technical aptitude.
• Collaborate effectively using cloud-based software such as MS Teams.
• Navigate and manipulate large cloud-based data sets in PeopleSoft and Coursedog.
• Prepare professional communications for various stakeholders.
• Solve problems through analytical and proactive thinking.
• Work independently while taking initiative on key projects.
• Organize workflows to improve departmental efficiency.
• Communicate clearly and effectively across all levels of the organization.
• Provide excellent customer service to internal and external clients.
• Gather data and compile information to prepare comprehensive reports.
• Balance competing priorities in a fast-paced environment.
• Thrive in social environments as a proactive and engaged communicator.

Compensation

Salary range begins at $40,000 to $55,000. Annual salary commensurate with candidate's qualifications and related experience.

Pre-Employment Check

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. Also, 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.

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.

Notice of Availability of the Annual Fire and Security Report

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.

Immigration Support/Sponsorship

Northern Arizona University will not provide any U.S. immigration support or sponsorship for this position.

Submit your Application

To apply for this position, please click on the "Apply" button on this page. You must submit your application by midnight of the application deadline.

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.