Administrative Services Assistant, Senior

Northern Arizona University; Flagstaff (AZ); On-site; USD 48,000 - 64,000; Full time

Job summary

Northern Arizona University's Sanghi College of Engineering seeks an Administrative Services Assistant, Senior to deliver advanced administrative and front-office support for multiple departments and the Dean's Office. You will coordinate communications, events, and purchasing, while ensuring timely, accurate service to faculty, staff, students, and visitors.

The role emphasizes cross-unit coordination, supervision of student workers, and building strong working relationships with Chairs,

Qualifications

• Strong administrative and customer-service skills.
• Excellent organizational abilities and attention to detail.
• Clear communication and collaborative mindset.

Responsibilities

• Provide day-to-day administrative support to unit Chairs and unit operations.
• 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.
• Plan and coordinate unit events, seminars, receptions, meetings, and other activities.
• Coordinate unit communications needs for newsletters, social media, and department webpages.

Skills

Administrative support

Customer service

Organizational skills

Communication skills

Job description

Administrative Services Assistant, Senior

Northern Arizona University

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 onboarding/offboarding 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 facult /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,