Administrative Services Assistant, Senior

Northern Arizona University • Flagstaff, AZ • 3w ago

This job was posted by https://www.azjobconnection.gov : For more information, please see: https://www.azjobconnection.gov/jobs/7031025

rAdministrative Services Assistant, Senior

rLocation: Engineering - Administration

rRegular/Temporary: Regular

rJob ID: 608382

rFull/Part Time: Full-Time

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.

{ckesavedhref="https://nau.edu/president/strategic-plan/" isparent="" target="_blank"}

Special Information

This position is subject to the availability of funding. The

incumbent is not eligible for Service Professional non-renewal notice, or Classified Staff layoff or recall status.

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

The Administrative Services Assistant, Senior will manage front desk and office operations for the Dean\'s Office in the Sanghi College of Engineering. Additionally, this position will assist the Associate Dean for Research and the Associate Dean for Academic Affairs with calendaring and coordinating meetings. Plans and Execute College level events. This position may supervise 1-2 student employee positions.

Assistant to the Associate Deans - 30%

Day-to-day calendaring, scheduling of requested meetings and

recurring meetings.

Placing travel & reimbursement tickets for the Associate Deans.

Organization and set up of specialized meetings, workshops, and

trainings for Associate Deans & Assistant Director of Operations (ADO).

Hiring, training, and supervision of student employees and staff:

Assist in hiring process, train new students and staff.

Generalized training in p-card, travel, events, parking, etc.

Supervise front desk student employees, build student employee

schedules, oversee all student employees assisting Dean\'s Office staff, assist in hiring process for other student staff positions.

Day-to-day college front desk operations:

Problem solving, student employee supervision, urgent needs,

mailing lists, ITS support, printers/copiers, parking, college phone and email, computer and vehicle inventory, swag and supply ordering, keeping college clubs/organizations organized.

Building Manager - 20%

Inventory maintenance: furniture and asset inventory, room

inventory, vehicle/trailer inventory.

Arrange for surplus pickups.

Oversees building projects, ordering and maintenance, processess key

forms, and maintains copiers.

Works with ITS for phone/communication issues.

Works with NAU interior designer for specialized projects.

Assists with general building needs, resolve building issues, and

other related duties as assigned

Events - 20%

Placing catering orders, reservations, ordering awards,

organization, making flyers, set up and tear down of college events, including but not limited to:

Staff Development Day(s), Student Welcome Back Week/ Lumberjack

Welcome, Graduation Receptions, UGRADS, Coffee with the Dean, Summer Camps, College Welcome Back Meeting, Faculty & Staff Awards.

Administrative Operations - 20%

Place and reconcile p-card purchases for Dean\'s office.

Maintain college computer inventory/ ordering.

Manage parking passes for College guests.

Accept deliveries for Engineering building and notify recipients.- Manage VR headset loan program.

Coordinate with College Leadership on: Dean\'s List, Distinguished

Students, Faculty and Staff Awards, and College Calendar.

Communication - 5%

Maintaining College Calendar.

Maintaining College listservs & internal directory.

Maintain College email and respond/ forward information as

appropriate.

Sending blanket communications to College listserv on behalf of

leadership or as directed by Executive Assistant.

Managing televisions and communication boards in Engineering

building.

Other - 5%

Other duties as assigned.

Minimum Qualifications

High school degree, and

1 to 3 years of relevant experience; or

Any combination of relevant education and experience may be

substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

Associates or Bachelors degree.

Experience working in an educational environment.

Knowledge, Skills, & Abilities

Knowledge

Knowledge of standard office policies and procedures.

Knowledge of supplies, equipment, and/or services ordering and

inventory control.

Skills

Strong skill set required in

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