Administrative Associate -- Northern Arizona University -- Flagstaff, AZ

Administrative Associate, Office of the Dean – Cline Library

Special Information
The hours are Monday through Friday, 8 am - 5 pm, when NAU is operating on normal business hours, and 7:30 am - 4:30 pm when NAU is operating on summer hours.

Only complete applications will be considered. Application must include an attachment that contains: (1) a cover letter highlighting your particular qualifications for this position; (2) a resume; and (3) names and contact information for three professional references. Save all items, in the order stated, as a single PDF or Word document.

Job Description
The Administrative Associate will be responsible for key functions related to personnel, office operations, and development, and will serve as primary contact for the Office of the Dean. The position reports to the Administrative Director.

Duties and Responsibilities:

  • Serve as a friendly, approachable, knowledgeable resource person for the Office of the Dean’s front desk. Assist library users and guests and make appropriate referrals. Share responsibility for opening and closing the office in collaboration with Assistant to the Dean. Coordinate calendar commitments during the day to ensure coverage of Office of the Dean services. Participate in cross-training and troubleshooting and provide backup and support for other positions in the office.
  • Coordinate payroll for 50-60 student employees and a small number of hourly employees. Work with supervisors to ensure payroll is completed in a timely and accurate manner. Use SharePoint to share payroll and request of absence documentation with supervisors and Administrative Director.
  • Use PeopleSoft to approve all student employee hiring. Send HireExpress link to all new employees so they can complete their hiring paperwork; later, confirm each new employee’s I-9 status.
  • Serve as a member of the Student Success Group, which coordinates the student employment experience at the library, and the Mary Crawley Scholarship Committee, which selects scholarship recipients from among the library’s student employees.
  • Coordinate performance review processes with the Assistant Dean and Administrative Director. Track and maintain personnel records, including annual reviews, correspondence, and training documentation. Maintain confidentiality in all work with personnel information and activities.
  • Coordinate and process registrations for staff professional development. Communicate professional development opportunities to library staff via SharePoint and the library’s internal newsletter. Coordinate the monthly Library Forum, a series in which library and university staff present on topics of interest.
  • Coordinate and process requests and arrangements for staff travel including travel for conferences and meetings. Process reimbursements in compliance with NAU and State of Arizona travel rules. Complete monthly travel report.
  • Provide support for fundraising events and activities. With the Director of Development and Communications, assist with and complete time-sensitive donor mailings and mailing list requests and process weekly gift reports. Maintain confidentiality in all work with donor information and activities.
  • Use an NAU Purchasing Card to procure office supplies for library departments from approved vendors. Maintain and reconcile own Purchasing Card on a monthly basis. Use PeopleSoft to coordinate reconciliation and approval process of Purchasing Cards for two staff card holders.
  • Participate and contribute positively to library-wide projects, planning and initiatives.
  • Other duties as assigned.

Minimum Qualifications(if Classified Staff this section must match the ABOR approved minimum qualifications)

  • Bachelor's degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR,
  • Five years of directly related administrative experience; OR,
  • Any equivalent combination of experience, training and/or education.

Preferred Qualifications

  • Experience with PeopleSoft.
  • Experience with Microsoft SharePoint.
  • Knowledge of payroll policies and procedures.
  • Knowledge of travel reimbursement processes and guidelines.
  • Related university experience in one or more areas of assignment.

Knowledge, Skills, and Abilities

  • Experience in and strong commitment to outstanding customer service in a user-centered environment.
  • Demonstrated professionalism and discretion in communications and approaches.
  • Ability to solve problems and make decisions.
  • Knowledge of basic accounting/budgeting procedures.
  • Knowledge of standard office policies and procedures.
  • Demonstrated knowledge of current and emerging technologies, including a variety of web applications and productivity software; commitment to self-directed learning.
  • Excellent planning, organizational and time management skills and the ability to prioritize tasks and deadlines.
  • Ability to independently take on and complete tasks and projects.
  • Ability to work effectively and collegially with people from a diverse and inclusive community.
  • Strong communication skills. Knowledge of grammar, spelling and punctuation.

This position's pay grade is 42. The salary range for this paygrade can be found on the CLS Grade Schedule.

The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information.

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