Location: College of Health & Human Svcs
Regular/Temporary: Regular
Job ID: 606865
Full/Part Time: Full-Time

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 primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.

Job Description

The Executive Assistant, Intermediate is a primary representative of the Dean for the College of Health and Human Services (CHHS). This role will support the cohesiveness of the college and all of the CHHS departments. This position is the main point of contact for the CHHS Dean's Office. The person in this position will provide positive, collaborative and service-orientated interactions with internal and external constituents. This position plays a key role in supporting and driving the CHHS vision for improving diversity and inclusion within health professions education.

Executive & Administrative Support - 45%

• Manages the Dean's calendar including scheduling reoccurring meetings with college leadership, handling internal and external meeting requests, identifying scheduling priorities, and handling calendar conflicts.
• Manages the Dean's travel including submitting travel requests and working with the finance service team to ensure travel is booked and reimbursed promptly.
• Send correspondences on behalf of the Dean and/or College.
• Oversees and coordinates the day-to-day activities of the Dean's office in collaboration with the Assistant Director of Operations, including providing support and/or guidance to faculty and staff, independently problem-solve issues brought to the Dean's Office attention, maintain supply orders for the Dean's Office to be successful and handle a wide range of general office management tasks as they occur.
• Prepares presentations, meeting agenda(s), and background materials as indicated by the Dean, for all meetings led by the Dean.
• Research, summarize and analyze information as assigned by the Dean in support of the Dean.
• Serves as the primary point of contact on any matter directed to the office of the Dean of CHHS by University and community constituents; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
• Aids in understanding and interpreting University policies and procedures ensuring that office operations are in compliance with policy provisions and standards; coordinates business affairs, handles personnel matters, and interprets policies and procedures.
• Executes appropriate follow-through on meetings and appointments, including taking minutes, disseminating meeting notes and minutes, scheduling follow-up meetings, and making sure any associated deadlines are on track to be met.

Program Support for Office of the Dean - 40%

• Manages special programs for the Dean, some of which may have a College-wide impact.
• Assists with Dean's office functions such as college awards (teacher of the year, distinguished graduate, etc.).
• Assists in planning and executing college-wide events, meetings across remote campuses, and college-wide training.
• Responsible for coordinating and documenting scholarship awards.
• Provides weekly gift reports for review.
• Organizes computer inventory and ordering.
• Manages affiliate monthly reports for CHHS schools/departments.

Outreach & Liaising - 5%

• Maintains the College's contact list, mailing lists, and listservs.
• Commencement Liaison for the College in collaboration with the ADO.
• Coordinates with the Advising Manager for the College to manage all advising requests that come through the Dean's Office.
• Liaise with department Chairs and Directors to ensure coordination of college activities and attainment of College goals as directed by the Dean.

Building Manager - 5%

• Serves as building manager for Health Professions and Rolle Activity.
• Attends monthly building manager meetings.
• Acts as liaison between the College and Facility Services.

Other - 5%

• Other duties as assigned.

Minimum Qualifications

• Associate or undergraduate bachelor's degree.
• 2 to 4 years of relevant experience.
• A combination of related education, experience and training may be used as an equivalent to the above Minimum Requirements.

Preferred Qualifications

• Prior experience with NAU systems and processes.
• 5 or more years of full-time experience directly supporting a dynamic office environment.
• Advanced knowledge of Outlook calendaring.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of administrative principles and practices.
• Knowledge of principles and practices for providing customer and personal services.
• Knowledge of records administration and maintenance techniques and procedures.

Skills

• Planning, analyzing, and coordinating activities and establishing priorities.
• English composition, grammar, spelling, and punctuation.
• Scheduling and planning meetings.
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Organizational and project management skills.

Abilities

• Problem solving, organizational, and analytical capabilities.
• Communicates effectively.
• Balances competing priorities.
• Promotes a diverse, inclusive environment.

Background Information

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. 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 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.

Salary

Salary range begins at $47,634. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time 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

January 3, 2023 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 the Disability Resources Office at 928-523-8773, 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 and Supplements

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

To apply, visit https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=606865&PostingSeq=1

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