Human Resources Front Desk Specialist, Senior

Location: Human Resources

Regular/Temporary: Regular

Job ID: 608170

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

• Position based in Flagstaff (NAU Flagstaff mountain campus).
• 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.
• This position is posted as Human Resources Front Desk Specialist, Senior, which is a working title. The NAU system title for this position is Human Resources Administrative Specialist, Senior.

Job Description

This position is a key member of the HR Employee Lifecycle team, focused on ensuring smooth front desk operations and providing exceptional customer service to both visitors and employees. The position is the face of NAU Human Resources (HR) for in-person guests and will also provide administrative support, manage HR inquiries and processes, and supervise the student front desk team. The role's contributions will help enhance HR operations, improve processes, and support the overall mission of NAU's HR department. This role is perfect for someone who is friendly, detail-oriented, enjoys working in a dynamic environment, and passionate about delivering excellent service.

The Employee Lifecycle team is small but committed to providing prompt and exceptional service to new and existing NAU employees (and guests). Collaboration is the key to our success, and we regularly problem-solve with other members of Human Resources to provide comprehensive HR service for employees and their departments.

Front Desk and HR Operations - 50%

• Provide exceptional customer service to visitors and employees in a front desk setting. Deliver high quality customer service through planning, organizing and scheduling front desk coverage.
• HR support duties include but are not limited to:
• Responding to general inquiries regarding rules, policies, regulations, procedures and processes of HR functions.
• Answering and routing incoming questions, concerns and inquiries to appropriate HR personnel and/or functional areas.
• Coordinating the receipt, processing, and distribution of HR documents in accordance with applicable policy and law.
• Resolving questions and inquiries to promote employee understanding of HR programs.
• Processing employee data, personnel or other information.
• Managing data and reports, including official personnel files.
• Assisting applicants with online applications either in-person or over the phone.
• Performing routine audits to maintain or purge records within data retention guidelines.
• Resolving, escalating or referring a range of HR-related problems or inquiries to the appropriate party.

• Complete Form I-9 verifications and fingerprinting appointments for new employees.
• Serve as the first line of escalation for questions by student employees or in elevated customer service scenarios.
• Handle sensitive employee information in accordance with established procedures, policies, and applicable laws.
• Create and process administrative tickets assigned to the front desk, including general inquiries and offboarding/termination requests, in accordance with established team procedures and guidelines.
• Report to supervisor about processing needs the front desk is experiencing.
• Serve as backup to supervisor when they are out of the office.

Administrative Processing - 25%

• eCERT

• Administer the eCERT (Conduct, Ethics, Reporting and Transparency) process. Send reminders for eCERT completion and department reports.
• Monitor eCERT inbox and respond to inquiries. Arrange for appropriate processing of resigned employees who respond to the inbox.
• Coordinate resolution of systems issues.
• Escalate non-compliance up supervisor chain following standard procedures.

• Employment Verifications

• Coordinate and provide oversight for inquiries related to employment verifications for current and former NAU employees.
• Conduct verifications through the federal e-Verify system.
• Manage expectations to the employment verification Work Number process.
• Direct inquirers to the Work Number as appropriate for processing; proofread responses before being sent.
• With support from supervisor, resolve special circumstances in which the Work Number may not be the appropriate mechanism for employment verification.

• Primary Name Changes

• Follow established processes to update an employee's primary name change in the system.

Supervision - 15%

• Supervise student front desk team. Provide leadership, direction, coordination, support and training for this group. Manage task assignments and performance of these employees. Resolve daily operational problems, provide training and evaluate employee performance. Resolve conflict, authorize leave and build a productive work environment.
• Manage and process student timecards within prescribed Payroll deadlines.
• Complete annual appraisals for student employees.
• Write and publish student schedules.
• Backup to student employees who call out/etc.

Collaboration & Process Improvement - 5%

• Collaborate with students, supervisor and other HR agents to provide exceptional customer service experiences.
• Attend and participate in team meetings.
• Identify opportunities for system/process improvements and share feedback with supervisor and Employee Lifecycle team.

Other - 5%

• Perform other duties and/or projects as assigned.
• Stay up to date on best practices in Human Resources.

Minimum Qualifications

• High school degree.
• 2-4 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

• Associates degree or higher.
• Previous HR experience or administrative experience in higher education settings.
• Previous supervision experience of part-time, seasonal, temporary or student employees.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of routine work processes and tools, and intermediate knowledge of concepts, practices, and procedures of Human Resources.
• Knowledge of standard administrative tasks and functions.
• Knowledge of HR information systems

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Data entry skills.

Abilities

• Recognizes and escalates unusual situations or problems.
• Has problem solving, organizational, and analytical capabilities.
• Balances competing priorities.
• Manages detailed information.
• Communicates effectively.
• 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

Anticipated salary range is $40,000 - $45,000. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours 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

February 3, 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/5940388

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