Administrative Assistant
Northern Arizona University - Flagstaff, AZ

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Job Description

  • Performs a variety of administrative support activities for work unity such as composing replies to correspondence on own initiative, interpreting and explaining established
policy and procedure in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position.

  • Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation, requiring application of a specialized knowledge of the assigned function.
  • Researches, summarizes and analyzes information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information following supervisor's general direction; selects relevant information from a variety of sources.
  • Possesses the ability to reconcile budgets for departmental, institutional or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both
special and recurring reports for supervisor and authorizes payments within prescribed limits; makes recommendations for purchases.

  • Implements new policies, procedures or practices impacted by decisions made by supervisor at meetings and conferences.
  • Coordinates business affairs and personnel matters and maintains unit documents such as ledgers, personnel records, budget data and financial records; ensures adherence to policy and procedure and monitors processes and documentation for accuracy.
  • Serves as liaison to faculty, staff, students, alumni, outside agencies and the public concerning information or complaints.
  • Answers inquiries and composes correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
  • Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
  • Plans and arranges conferences or meetings under general instructions from supervisor; communicates arrangements to appropriate individuals.
  • Types or word-processes correspondence, reports or other documents from rough draft,
corrects grammar, spelling and punctuation errors; edits wording without changing intended message.

  • Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
  • Recommends new or revised department policies and procedures; coordinates and implements approved changes in policies and procedures affecting assigned function; updates affected policy/procedure manuals.
  • Coordinates, schedules and tracks progress of specialized work projects or departmental functions.
  • Acts as primary contact for assigned function with outside organizations or other departments; responds to technical administrative questions and ensures necessary follow up.
  • Participates in special projects with staff as directed. May supervise, monitor or coordinate the activities of subordinates.
Minimum Qualifications

Four years of increasingly responsible office/administrative experience; OR,

any equivalent combination of experience, training and/or education.

Knowledge Skills and Abilities

  • Knowledge of standard office policies and procedures.
  • Skill in developing and maintaining good working relationships.
  • Highly proficent in English composition, grammar, spelling and punctuation.
  • Proficent in mathmatical skills.
  • Strong experience in the use of Mac and PC computers.
  • Experienced in the use of Microsoft Office, basic PhotoShop and PeopleSoft.
  • Ability to problem solve and make decisions.
  • Ability to effectively communicate orally and in writing.
  • Strong organizational skills and detail oriented.
  • Strong professional telephone skills .
  • The ability to interact effectively with faculty, students, colleagues and community members of diverse cultural backgrounds, age ranges and experience levels.
  • Ability to organize and follow through on multiple tasks.
  • Ability to effectively communicate orally and in writing.
General 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.


$31,124 - $32,130

FLSA Status



This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified family members. More information on benefits at NAU is available at Classified Staff employees are in a probationary status for their first six months at NAU.

Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan) after 90 days of employment. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after your start date. More information is available at:

Application Deadline

January 24, 2013 at midnight.

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