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.

About the Department/College

The Work Control Center is the hub of NAU facilities and ground maintenance. The WCC processes and manages all phone, TMA iServiceDesk, and walk-in work.

About the 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. Uses specialized functional knowledge to analyze and respond to administrative matters within established limits to ensure that the department’s needs are being met and that
University procedures and policies are being followed.

This position performs work primarily in an indoor, open-office environment with multiple work stations in a collaborative, team-based setting. The environment is active and service-oriented, requiring frequent interaction with internal and external customers while managing a high volume of work and competing priorities.
Department operating hours are 6:00 AM to 8:00 PM, Monday through Friday. The selected candidate must be available to work an assigned 8-hour shift within this operating window, based on departmental needs.

The role requires the ability to work independently with minimal supervision, manage multiple tasks simultaneously, and maintain a high level of accuracy and professionalism in a fast-paced environment. Strong customer service skills, effective written and verbal communication, and demonstrated organizational and administrative abilities are essential. A cooperative, collaborative approach and the ability to function effectively within a team structure are required.
Work may occasionally extend beyond standard weekday hours to support special campus events, including but not limited to graduation and move-in weekend. Overtime may be required during peak operational periods.

Responsibilities Include

55% - Customer Services for internal and external departments

• Provides superior customer service to internal and external stakeholders, faculty, staff, and students. Answering requester’s questions, guiding them through difficult calls or issues, diffusing angry customers or handling issues presented by requesters.
• Utilize systems and web-based tools to assist in resolving customer issues.
• Qualifying, and dispatching work orders via phone, radio, web and walk in customers.
• Assists with special work order processes including, but not limited to, partnering with inside and outside stakeholders (PD&C inspections, Glass, Pest, Plan Review, Submittal, and Elevators, Afterhours).

30% - Communication, Scheduling and Support

• Responsible for communication and coordination of timely and accurate daily work control office operations that include the CMMS.
• Generates various system reports in CMMS and Enterprise Reporting for monthly reconciliations.
• Data entry in Computerized Maintenance Management System (CMMS) including but not limited to: Time and Attendance, creation of work orders, i.e. correct accounts for billing, correct trade assignments, etc.
• Schedules departmental meetings and trainings, to include: sending meeting invites via Outlook Calendar, scheduling meeting rooms and securing technology needs, and creates agendas.
• Gathers source documentation for state insurance claims.
• Establishes, maintains, processes and updates files, records and other documents for retention/destruction upon request.
• Prioritize workload to meet work unit operations; Evaluates and recommends operational changes to work unit to ensure effectiveness and compliance with University policies and regulations Coordinates office operations, to include but not limited to: routes all inter-office paperwork, answers office phones, maintains multiple department emails, assists walk-ins, communicates with internal & external vendors in regards to documentation and form completion, and initiates Telecomm and IT work orders.

10% - Student Development

• Assist with training students and lower grade staff on CMMS related matters and utilizing specialized knowledge and skills.
• Assists in the hiring and training of department student support staff, including: desk attendants, data entry specialists, and customer services specialists.
• Maintains revisions and continual updates of front office business processes, and maintains documentation & student training materials.

5% - Other 

•  Other duties as assigned. 

Minimum Qualifications

• Requires a high school degree; may require an Associate’s degree.
• 1 year of relevant experience required. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

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

Preferred Qualifications

• Experience working for a university or other large organization.
• Experience using TMA software or other similar CMMS system.
• Experience in a fast paced, high-volume office and demonstrated ability to prioritize multiple tasks.

Knowledge, Skills, & Abilities

• Excellent organizational skills.
• Knowledge of basic accounting and budgeting procedures.
• Knowledge of office management principles and practices.
• Excellent attention to detail and accuracy in computation.
• Skills in the use of computer hardware and software.
• Working knowledge of Microsoft Office Suite.
• Excellent communication skills – written and verbal.
• Skills in basic math.
• Ability to manage time independently and effectively.
• Excellent ability in working with people from a variety of culturally diverse backgrounds.
• Knowledge of issues pertaining to areas of assignment.
• Knowledge of university financial systems (i.e. PeopleSoft-LOUIE, PeopleSoft Financials, TMA, Enterprise Reporting).
• Must be flexible and adjust to changing priorities and direction on short notice.

Compensation

Salary range is $38,628-$48,285. 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.