Part-Time Administrative Services Assistant

Northern Arizona University; Phoenix (AZ); On-site; USD 22,000 - 31,000; Part time

Job summary

Northern Arizona University is seeking a part-time Administrative Services Assistant to support the Dean’s Office at the Phoenix Biomedical Campus in downtown Phoenix. The role reports to the Assistant Director of Operations and collaborates with the Executive Assistant on daily operations and priorities.

Responsibilities include front desk support, program administration, coordination with UA College of Medicine personnel for shared space, and assisting with college events and meetings.

Qualifications

• Education – Requires a high school degree.
• Experience – No/limited prior experience required.
• A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.

Responsibilities

• Front desk support: answer and respond to phone calls and emails; keep front desk area organized.
• Program administration & operations: provide admin support and coordinate with UA College of Medicine for shared space.
• Community Health Mentor Program (CHMP) coordination: assist with logistics and student initiatives; support events and meetings.
• Other duties as assigned.

Skills

Customer service

Organizational skills

Communication

English proficiency

Education

High School Diploma

Tools

Microsoft Office Suite

Job description

Special Information

• This position is posted as Part-Time Administrative Services Assistant, which is a working title. The NAU system title for this position is Part-Time Temporary.
• This position is locatedat the Phoenix Biomedical Campus (PBC) in the Health Sciences Education Building (HSEB) in downtown Phoenix. Incumbent will be expected to work in the office. Due to department requriements, this position is not open to hybrid or work arrangements.

About the Department/College

Dean’s Office The CHHS Dean’s Office oversees our Physical Therapy and Athletic Training Department, Communication Sciences and Disorders Department, Dental Hygiene, Health Sciences, Occupational Therapy, and Physician Assistant Studies. The team supports student success, outreach, student recruitment, faculty affairs, operations, and more.

College of Health and Human Services The College of Health and Human Services is Northern Arizona’s hub for inclusive and equitable health and wellness education. With programs available in Flagstaff, online, and at 20+ statewide sites, we prepare high-quality professionals to lend a healing hand.

About the Position

The College of Health and Human Services (CHHS) at NAU is seeking a part-time staff member to support the Dean’s office located at the Phoenix Biomedical Campus (PBC) in the Health Sciences Education Building (HSEB) in downtown Phoenix. This position reports directly to the Assistant Director of Operations and will work closely with the Executive Assistant in supporting the day-to-day operations and priorities of the Dean’s Office.

Responsibilities Include

45% - Front Desk Support

• Answer and respond to incoming phone calls and emails.
• Ensure the front desk printer is operational and coordinate service as needed.
• Submit work order tickets for maintenance and custodial needs.
• Maintain and organize the front desk area, printer room, and supply cabinet.
• Monitor office supplies and advise the Executive Assistant on supply ordering needs.
• Reconcile fleet vehicle tracking records. Schedule non-academic room use through the University of Arizona system. - (Essential)

40% - Program Administration & Operations

• Provide administrative and operational support to the CHHS Dean’s Office.
• Coordinate day-to-day interactions with University of Arizona College of Medicine personnel regarding shared non-academic facility use.
• Coordinate with Assistant Director, Operations regarding UA PBC operational needs.
• Prepare agendas and take meeting minutes for college committees and meetings representing NAU, as needed (e.g., CHMP meetings, PBC staff meetings, and PBC Leadership meetings).
• Assist the Executive Assistant with the planning, coordination, logistics, and execution of college-wide special events held by NAU at the PBC and statewide campuses, including New Student Orientation, Open House, Homecoming, and other events.
• Participate in and facilitate monthly meetings with administrative program staff and the Assistant Director of Operations. - (Essential)

10% - Community Health Mentor Program (CHMP) Program & Student Initiatives

• Assist with logistics, operations, and communications in partnership with the University of Arizona Program Coordinator for the Community Health Mentor Program (CHMP), an interprofessional development experience involving external community mentors, with the majority of program activity occurring in March. - (Essential)

5% - Other

• Other duties as assigned - (Marginal)

Minimum Qualifications

Education – Requires a high school degree.
Experience – No/limited prior experience required.

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

Knowledge, Skills, & Abilities

Knowledge

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

Skills

• Records maintenance.
• Develops and maintains good working relationships.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Microsoft Office Suite (Word, Excel, PowerPoint).
• Operates a variety of office machines including personal computers, telephones and copiers.

Abilities

• Problem solving and organizational capabilities.
• Communicates effectively.
• Provides excellent customer service.
• Balances competing priorities.

Note: The duties mentioned in this job profile are not the only tasks to be performed by the employee occupying this position. The incumbent is expected to perform other duties necessary for the effective operation of the department.

Compensation

Hourly Rate begins at $19.00.

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 campushason-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 [phone] 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.