Administrative Services Assistant, Senior

Job Description

Job Description

Special Information

• 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.

About the Department/College

The Sanghi College of Engineering (SCE) is committed to empowering emerging leaders to build effective solutions for complex challenges. With 17 undergraduate programs and 12 graduate programs, our staff support over 2,500 students, 120 faculty, and multiple statewide campus locations. At the Sanghi College, engineering is hands-on from the start. Our students learn by building, testing, and improving projects, competing on student teams, and tackling real-world challenges in capstone design courses. We believe the best learning happens when students ask big questions and explore bold ideas. Our namesake, Steve Sanghi, is an industry leader who's helped shape Arizona's engineering landscape. Through his transformational gift, he has ensured that SCE will be at the forefront of preparing graduates for high-demand fields that power the state's economy. We're a close-knit community with global reach where innovation starts with curiosity and turns into real-world impact.

About the Position

NAU's Steve Sanghi College of Engineering is searching for an Administrative Services Assistant, Senior to provide advanced administrative and customer-service support for the Department of Civil Engineering, Construction Management and Environmental Engineering (CECMEE), the Department of Mechanical Engineering (ME), and the Office of the Dean. The position reports to the Assistant Director of Operations and works in close coordination with unit leadership. Department Chairs for CECMEE and ME set unit-level priorities, especially during high-volume periods in the academic year. This position works in tandem with a second Administrative Services Assistant, Senior to balance unit-level administrative needs, shared front-office operations, and front facing building services for faculty, staff, students, visitors, and other users of the Engineering building. The ideal candidate has strong administrative, customer-service, organizational, and communication skills; exercises sound judgment; and works collaboratively to ensure stakeholder needs are addressed accurately and in a timely manner.

Responsibilities Include

70% - Unit-Level Administrative Support

• 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.

20% - Shared Front Office and Building-Facing Support

• 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, View email address on us.fitly.work inquiry routing, and BrightSign/digital signage or paper postings.

10% - Other

• Perform other duties as assigned.

Minimum Qualifications

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

*A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.

Preferred Qualifications

• 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, Skills, & Abilities

Knowledge

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

Skills

• 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.

Abilities

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

Compensation

Salary range starts at $40,000. Annual salary commensurate with candidate's qualifications and related experience.

Pre-Employment Check

Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check. Also, 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.

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.

Notice of Availability of the Annual Fire and Security Report

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 View phone number on us.fitly.work or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Immigration Support/Sponsorship

Northern Arizona University will not provide any U.S. immigration support or sponsorship for this position.

Submit your Application

To apply for this position, please click on the "Apply" button on this page. You must submit your application by midnight of the application deadline.

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 View phone number on us.fitly.work, View email address on us.fitly.work, or PO Box 5633, Flagstaff AZ 86011.