Administrative Services Assistant, Senior

at Northern Arizona University in Flagstaff, Arizona, United States

Job Description

• This customer-facing role requires regular in-person work during standard business hours; physical location and front-office coverage may vary based on operational needs.
• Remote work, if approved, is limited to a maximum of 8 hours per week and remains subject to business needs, operational coverage, and performance standing; remote hours may be adjusted or suspended to meet service needs.
• Unit-related events or special activities may occasionally require scheduling flexibility, coordinated in advance and consistent with applicable university policy.

• Primary emphasis: support assigned unit needs, with priorities set by unit Chairs and coordinated through the Assistant Director of Operations.
• Provide day-to-day administrative support to unit Chairs and unit operations, including correspondence, records, databases, directories, action items, deadlines, meeting materials, minutes/notes, follow-up materials, and cross-trained backup coverage.
• Support onboardingoffboarding logistics; supervisor assignments; timecard routing; timesheet follow-up; hourly student payroll and work-study approval tracking; and related coordination with HR or payroll resources.
• Train and oversee Dean's Office student workers supporting unit and shared operations.
• Serve as a liaison between students and faculty/administration regarding unit procedures; support textbook adoption, student activities, and unit inventories.
• Plan and coordinate unit events, seminars, receptions, meetings, field trips, advisory board engagement, VIP/community visits, and search-process logistics not covered by shared services.
• Coordinate unit communications needs for newsletters, social media, departmental webpages, digital signage, and paper postings in partnership with college communications/marketing.
• Make approved unit purchases, support p-card/purchasing compliance.
• Assist with college and unit level awards and scholarship processes.
• Support special projects and provide backup support for department-level processes as assigned.

• Oversee daily SCE front-office operations and student-worker execution of routine tasks, ensuring timely, quality service for faculty, staff, students, alumni, visitors, outside agencies, and other public-facing inquiries.
• Coordinate shared front-office and building-facing services, including key distribution and inventory, package/mail handling, copier-room stocking, poster printing, surplus coordination, room reservations, equipment checkout, shredding, shared-space readiness, urgent facilities work orders, SCE@nau.edu inquiry routing, and BrightSign/digital signage or paper postings.

• Perform other duties as assigned.

• Requires a high school degree; may require an Associate's degree.
• 1 years of relevant experience required.

• 2+ years of relevant administrative experience.
• 2+ years experience in higher education.
• 2+ years experience with processing payroll.
• 1+ year(s) of event planning.

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

• Develops and maintains good working relationships.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Records maintenance.
• Microsoft Office Suite (Word, Excel, PowerPoint).
• Operates a variety of office machines including personal computers, telephones and copiers.

• Solves problems.
• Organizational capabilities
• Communicates effectively.
• Provides excellent customer service.
• Gathers data, compiles information, and prepares reports.
• Balances competing priorities.