Executive Assistant, Senior

Location: Native American Cultural Ctr

Regular/Temporary: Regular

Job ID: 608217

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.

https://nau.edu/president/strategic-plan/

Special Information

• This position is an on-site position which requires the incumbent to complete their work primarily at the Flagstaff Mountain campus with or without accommodation. Opportunities for remote work are rare.
• This position requires occasional work outside normal business hours, including some weekends.

Job Description

The Executive Assistant, Senior position provides high-level administrative support to the Vice President of the Office of Native American and Indigenous Advancement (ONAIA) at the Center for Native American and Indigenous Futures (CNAIF), and as directed, the staff within the division. Reporting to the Vice President, this role requires specialized knowledge to independently address administrative needs while ensuring compliance with University policies and procedures.

As a key member of the administrative support team, the Executive Assistant Sr supports the department's mission to foster relationships, responsibility, respect, and resilience among Indigenous students and the campus community.

Administrative Support - 55%

• Manages the ONAIA VP's calendar meetings, administrative tasks, correspondence, and assigned duties.
• Manages communication support including calls, emails and ONAIA VP's social media channel.
• Arranges complex travel arrangements for the ONAIA VP by adhering to and staying informed of university policies and procedures and Pcard reconciliation.
• Processes and tracks some financial or personnel forms and provides appropriate follow-up regarding their status for the unit.
• Prepares agendas and background materials and takes minutes for meetings led by the ONAIA VP.
• Assists in project(s) management and report(s) preparation as assigned.
• Maintains confidentiality of sensitive information.
• Plans events and maintains relationships for ONAIA VP.

Accounting/Budget Management - 30%

• Works with Division LFO to support all ONAIA activities, including but not limited to, HR transactions and financial processing.
• Monitors and oversees all account expenditures.
• Maintains and reconciles detailed budgets for various accounts.
• Provides monthly financial reports to leadership. Ensures financial reports are accurate and filed with appropriate documentation. Keeps detailed and accurate records of all forms and financial processes completed.
• Assists with meetings with President's office regarding budget management.
• Collaborates with the President's Office on budget matters and oversees daily processing of financial forms via Peoplesoft.
• Advises and or determines which expenditures are within the budget guidelines. Informs leadership of irregularities and processes with corrective action and consultation with appropriate offices and supervises daily processing of various forms using PeopleSoft system.
• Trains staff on new policies and guidelines.

Operations - 10%

• Interprets and ensures compliance with university policies and procedures, providing guidance to staff and coordinating administrative operations appropriately.
• Executes appropriate follow-through as necessary.
• Organizes and maintains all files and records for ONAIA VP.
• Maintains oversight on all division Human Resources issues and develops monthly report on status.

Other - 5%

• Performs other duties as assigned.
• Assists with division needs as assigned.

Minimum Qualifications

• Bachelors degree.
• 3-5 years of relevant experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Bachelor's degree in business management.

Knowledge, Skills, & Abilities

Knowledge

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

Skills

• Planning, analyzing, and coordinating activities and establishing priorities.
• Project management and reporting.
• Scheduling and planning meetings.
• Microsoft Office Suite (Outlook, Word, Teams, Excel, PowerPoint, SharePoint etc.)
• Organizational and project management skills.

Abilities

• Creative, independent and self-motivating.
• Problem-solving, organizational, and analytical capabilities.
• Communicates verbally and in writing effectively.
• Represents office and University in a professional manner.
• 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 https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/.. 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 https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/. 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 $58,882. 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 https://in.nau.edu/Human-Resources/Benefits/. 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 arehttps://in.nau.edu/human-resources/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. https://in.nau.edu/human-resources/orientation/ 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 13, 2025 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 https://in.nau.edu/human-resources/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, http://[email protected], 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.

https://in.nau.edu/Human-Resources/Posters-Required-by-Law/

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

To apply, visit https://apptrkr.com/5886073

Copyright ©2024 Jobelephant.com Inc. All rights reserved.

https://www.jobelephant.com/

jeid-c3a42211c8b4804998847e282495c154