Administrative Services Assistant, Senior

• Flagstaff, Arizona, United States

• Criminology & Criminal Justice

• Classified Staff

• Closing at: Dec :55pm MST

• 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.

The Department of Criminology and Criminal Justice (CCJ) is hiring an Administrative Services Assistant, Senior (ASA). The ASA is an essential member of the department, providing support to students, faculty, and the Department Chairs. The ASA manages the CCJ office, the hub of communication between students, the community, CCJ faculty, and department, college, and university leadership. The ASA will supervise our student worker and ensure that both internal and public-facing communications are managed in a timely and professional manner.

A successful candidate will bring advanced office and administrative skills, which they will use daily. Whether it's document preparation, data analysis, course scheduling, or project management, this position requires adept management of complex tasks and initiative to work independently. Analytical and project management abilities are essential, as success in this position involves assessing administrative priorities within established guidelines.

The Administrative Services Assistant (ASA), Senior helps to maintain the smooth functioning of the department and will use their organizational skills, time management, budgetary and financial experience, and computer expertise to manage projects, supervise students, organize events, serve as a liaison to many university departments, and assist in the management of department resources. The position requires both the ability to work independently and to work well in a team environment.

Effective and consistent written and oral communication skills are vital to success in this position. Additionally, being adept at using Word, Excel, and PowerPoint is also an important tool in providing support to faculty and administrators. Timeliness, follow-through of tasks, productivity, and responsiveness are all highly important. The successful candidate will be able to maintain strict adherence to university policies and procedures while preserving confidentiality.

The ASA, Senior plays an important role in the success of our department, and we are looking for an individual who is seeking an opportunity to join our team.

30% - Operational and Building Support

• Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
• Provides administrative/secretarial support for the department/division, such as answering telephones, assisting visitors, responding to generic inbox inquiries, and resolving and/or referring a range of administrative problems and inquiries.
• Operates a personal computer to compose and edit correspondence and/or memoranda; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Maintain Teams Folders.
• Manage records: retention of documents as well as disposal.
• Accept, log, and/or return packages.
• Manage office supply inventory.
• Oversee printer maintenance and supplies as well as billing.
• Collaborate with building manager to identify need for keys in each area; and ensure keys are checked out as needed and distributed to appropriate faculty, staff, or student employees.
• Manage department software licenses and computer inventory as well as other technology support in collaboration with the SBS finance team.
• Interface with facilities and building manager to report and follow up on maintenance issues within faculty offices and the departmental office.
• Assist building manager with safety and cleaning issues.

35% Direct Support - Chair, Faculty, Student

• In collaboration with the Department Chair, implement effective and efficient administrative and operational procedures for the Department.
• Provide administrative support to search committees and arrange for candidate campus interview travel arrangements within the parameters set by the HR and Finance Service Teams.
• Assist in hiring and supervising of student workers, undergraduate TA's.
• Maintain departmental documents, including listservs, syllabi on the shared drive (NAUShares),, etc.
• Obtain instructional equipment and supplies, including working with inventory and vendors.
• Assist with course scheduling, adding GTAs and TA's to course shells, execute changes in Coursedog in conjunction with the Department Chair, and maintain the department activities calendar.
• Serve as liaison to:
• Registrar's Office
• Financial Aid
• Travel Team
• SBS Advising
• Dean's Office

• Other NAU departments

• Provides guidance and support to staff and faculty of the department and other departments as requested.

• Arrange technology and support for meetings.
• Coordinates with the Scholarship Committee, handles letters to students, and applies award amounts in Scholarship Universe.
• Facilitates department-wide communication via social media, email, flyers, TV ads, etc.
• Assist faculty and graduate students with the submission of purchasing and travel requests.
• Schedules and coordinates classes, meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
• Extends to all faculty, staff, and students in the department, as well as other departments, as requested.
• International and Domestic

15% - Financial Support

• Initiates purchases via service tickets or Purchase Card (PCard).
• Uploads receipts, provides a public purpose, and verifies all transactions.
• Collaborates as needed with the finance team for appropriate speedcharts/