Executive Assistant, Senior

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 the Flagstaff Mountain campus with or without accommodation. Opportunities for remote work are rare.

Job Description

Reporting to the Chief of Staff, the Senior Executive Assistant will provide wide-ranging administrative and project support to the Senior Vice Provost of Academic Operations and Vice Provost for NAU Online as well as the Associate Vice Provosts and Associate Vice Presidents reporting to these positions. The Senior Executive Assistant will also provide support to the Associate Vice President for Financial Oversight (AVPFO).

The individual in this position is expected to meet the needs of the Office of the Provost actively and effectively, including the application of proactive problem-solving techniques and the skills necessary to diplomatically handle issues of critical importance to the office.

Administrative Support – 50%

• With minimal direction from the Chief of Staff, oversee the Vice Provosts’ (VP) and AVPFO’s calendars, including the administration and prioritization of meetings, invitations, and other events (includes making determinations regarding scheduling priorities, providing confirmation of attendance when applicable, gathering vital information about event/meeting logistics, and tactfully managing scheduling conflicts and prioritization).
• Negotiate and manage the needs of individuals and groups requesting time with the VPs and AVPFO, often working independently to commit their time in a manner that advances the priorities of the office.
• Coordinate with the Executive Assistants in the Provost’s Office to manage event attendance requests for the Provost and Vice Provosts, ensuring their schedules are optimized and balanced.
• Communicate effectively with collaborators and stakeholders to manage rescheduling and/or cancellations resulting from emergent priorities, using diplomacy and judgment to ensure understanding and minimize disruption.
• Make appropriate arrangements with a high-level of attention to detail for meetings and events held by the VPs and AVPFO throughout the academic year, including scheduling presenters, meeting room setup, virtual/tech preparation, room reservations, catering/reservations and the like, to facilitate successful meetings and events.

Financial Management Support – 15%

• Leads operational financial processing for the Provost’s Office, including submitting purchase orders, reconciling p-card accounts and processing reimbursements.
• Provide direct assistance to the Vice Provosts and AVPFO for their travel needs, encompassing booking travel and reconciling expenses/expense reports.
• Act as the liaison to the NAU Foundation, handling gift notifications, preparing reports, and sending appropriate notifications.
• Maintain internal tracking of the Provost’s Office computer equipment and prepare the annual inventory documentation.

Personnel Management Support – 10%

• Manages payroll processes and related reporting for all employees funded by these units. Includes supporting supervisors and employees on timesheets, leave requests, supplemental pay, and monitoring part-time employees’ hours in compliance with university policy.
• Creates and monitors payroll expense and salary savings data on a bi-weekly basis. Updates and monitors internal reports and notifies VPs and AVPFO of any urgent findings.
• Provide comprehensive support for high-level recruitments, including coordinating search committees, scheduling interviews, arranging candidate travel, managing candidate communications, and facilitating the onboarding process for successful candidates.
• Oversees the processes and procedures related to all employee hiring within the Office of the Provost, ensuring university guidelines and requirements are followed. Serves as a liaison between Human Resources, Equity and Access Office, and the Center for International Education for international hires, as necessary.

Strategic Planning and Support – 10%

• Prepare detailed briefings to ensure the VPs and AVPFO are well-prepared for meetings and events with internal and external audiences. Execute appropriate follow-through on meetings and appointments, as necessary, including meeting notes and minutes.
• Identify impactful information and elevate issues to the attention of the Chief of Staff.
• Contribute to strategic planning for events, engagements, and activities involving the Office of the Provost, considering institutional and sector priorities.
• Under the direction of the Chief of Staff, organize, facilitate, and support special initiatives spearheaded by the Provost’s Office, including retreats and cross-divisional events, working closely with University Events as well as other university offices.

Communication – 10%

• Serve as a primary point of contact on any matter directed to the office by internal and external stakeholders; independently research and prioritize incoming issues and determine an appropriate course of action, referral and/or response.
• Utilize highly developed and sound independent judgment, as well as excellent communication skills and techniques to keep the Chief of Staff, Vice Provosts and Associate Vice Provosts/Presidents informed of all matters that require attention.

Other – 5%

• Perform other duties as assigned.

Minimum Qualifications

• Undergraduate bachelor’s 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

• 6-8 years of relevant experience.

Knowledge, Skills, & Abilities

• Knowledge of administrative and University principles and practices.
• Knowledge of principles and practices for providing customer and personal services.
• Knowledge of records administration and maintenance techniques and procedures.
• 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.
• Problem-solving, organizational, and analytical capabilities.
• Communicates effectively.
• Represents office and University professionally.
• Balances competing priorities.
• Promotes a diverse, inclusive environment.

Driving Requirement

Driving a vehicle on behalf of the university is anticipated to be a regular part of this position. Arizona Administrative Code Fleet Safety Policy requires all employees who drive on university business become authorized by submitting Driver’s license information for driving record monitoring, and completion of training appropriate to the level of driving performed. The law applies to all faculty, staff, and students who drive personal or university-owned motorized vehicles for any business purpose. More information on the NAU Authorized Driver Policy can be found on the NAU website.

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

Anticipated salary range is $59,000 – $68,000. 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

November 18, 2024 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

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

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