Assistant To The Dean

Northern Arizona University - Flagstaff, AZ (30+ days ago)

Apply Now

Workplace Culture

NAU is a community devoted to student success and sustained by an unshakable commitment to our shared mission, vision, and values. We—faculty, staff, and administrators—thrive by combining our efforts and working side by side to further NAU’s culture of excellence.

Special Information

The start date for this job will be June 29, 2020.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Job Description

The Assistant to the Dean is a primary representative of the Dean and supports the cohesiveness of the college and its departments. This position is the main point of contact for the CEFNS Dean’s Office. This position provides positive, collaborative, and service-oriented interactions with internal and external constituents.

Duties and Responsibilities:
Assistant to the Dean, Associate Deans and Director of Development:

Acts as a calendar delegate for the Dean and two Associate Deans.
Prepare materials to support the Dean and Associate Deans’ daily activities and meetings
Work with the Dean and Director of Development to design and coordinate the Dean’s development activities
Work with Associate Dean of Academic Affairs to manage the ACEFNS student group
Coordinate the Dean’s travel schedule and activities, including event registrations and participation
Provides administrative support for Director of Development including travel, correspondence (donor gift acknowledgments), contact reports, and event planning (donor visits, guest speakers, etc.)
Processes Dean’s and Dean’s Office staff travel expenses in NAU’s financial accounting system and prepares reconciliation of travel expenses for Fiscal Operations Manager
Coordinates college events; including, securing venue, catering, invitations, collecting RSVP’s, updating Dean’s speech, ordering award plaques and retirement gifts, creating certificates, updating event website, and ensuring smooth running of event

Front Office Management:
Orders office supplies and monitors on-going supply needs
Reviews telephone bills
Processes and files confidential personnel and student information
Provides front desk reception, greeting and assisting guests to the Dean’s Office, monitoring traffic through the area, ensuring professional reception area appearance
Answers incoming calls to the Dean’s and general college telephone lines, directing calls to proper individuals as needed
Monitoring incoming and outgoing mail
Maintains log of all financial forms processed through the Dean’s Office
Supervises student workers; including: hiring, work schedules, job duties, and performance issues to meet the needs of the entire Dean’s Office
Coordinates activities of student workers for the needs of the entire Dean’s Office
Works with Department Chairs/Directors to ensure coordination of College activities; such as, Discover NAU Day, Honor Days, etc.
Maintains college organizational charts and contact lists.
Maintains user emails on office copier/scanner.

Dean’s Office Travel Specialist:
Review college travel documents with attention to detail and adherence to NAU Travel Policy
Ensures Annual Travel Authorizations are up to date each FY year and communicates with departments as reminders for adherence to the policy
Attends Annual Travel and PeopleSoft Financials trainings as necessary
Researches and provides specific information as requested

Listserve moderator:
Disseminate specific communications to college constituents as required by the Dean
Reviews and approves appropriate emails through the CEFNS-FACULTY, CEFNS-STAFF, and CEFNS-ALL (student)) listserves.
Maintains web page containing current list of listserve addresses.
Maintenance of subscribers of college lists including but not limited to:
CEFNS-CHAIRS-DEPT-manually adding and removing Chairs and Center Directors as needed.
CEFNS-STAFF-manually adding and removing CEFNS Advisors and other cross-college staff.
CEFNS-FACULTY-manually adding and removing cross-college faculty.

Building Manager:
Works with Facility Services placing repair and maintenance work orders ensuring timeliness
Coordinates key assignment as occupants move in and out.
Unlocks building in the morning (Custodial Services currently locks building at 10:00 p.m. each night), including unlocking four SI Rooms on first floor.

Misc. Duties:
Provide back up for faculty annual reviews processes, Promotion & Tenure processes, Sabbatical processes in the Administrative Director’s absence
Maintain confidentiality and discretion regarding College business and files
Initiates ePARs, Funding Changes and Reports to Changes
Serves as back-up for other staff members in departmental units
Coordinates process for college-level scholarships
Assist with pulling report and data management
Management of Dean’s Office data storage systems
Coordinates academic integrity meetings
Manage college-level website (Duties include web page maintenance to keep CEFNS pages current with continual improvements to make them easier to read, more informative, and user friendly with no broken links or misspellings.)
Provides positive, collaborative, and service-oriented representation of the Dean’s Office
Other duties as assigned

NAU is currently engaged in an Organizational Growth and Effectiveness Initiative, which focuses on positioning the University for future success of its operational practices. As a result, some aspects of this position may be subject to change, such as, but not limited to: duties, titles, reporting structure, etc.

Minimum Qualifications

A bachelor’s degree and 5 years of administrative experience; OR,
Any equivalent combination of experience, training, and/or experience

Preferred Qualifications

Experience working as an Assistant to a Dean, Vice President, or other Executive level position
Experience working in a University setting

Knowledge, Skills, & Abilities

Excellent supervisory, organizational, and training skills
Excellent communication and presentation skills
Analytical skills
Skilled in organization and coordination of complex projects
Skills in Microsoft Office Suite, PeopleSoft, Enterprise Reporting, and Word Press
Ability to work independently
Demonstrated commitment to cultural diversity and ability to work with individuals or groups with diverse backgrounds

Background Information

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.

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 and NAU-Fort Defiance as these campuses have 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

Commensurate with experience.

**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.

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 Service Professional (SPF) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System or the Optional Retirement Program; 22 days of 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.

NAU is a tobacco and smoke-free campus.

Service Professionals are hired on a contract basis, renewable each 6 months according to terms of the Conditions of Professional Service.

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. If a new employee chooses the ASRS retirement option, participation in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, will begin on the first of the pay period following 6 months after the new employee's start date. New employees who choose to participate in the Optional Retirement Plan (ORP), which is an alternative to the ASRS plan for faculty and other appointed staff, will begin to participate on the first day of employment. Additionally, the long-term disability plan that accompanies the ORP will begin on the first day of employment.

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. If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years.

Application Deadline

April 27, 2020 at 11:59pm

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 Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, 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.

EEO is the Law Poster and Supplements

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