Administrative Director
Northern Arizona University - Flagstaff, AZ

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Job Description

* Provides administrative and executive support for the Dean of the College of Social and Behavioral Sciences, including assisting the Dean with confidential matters, calendaring, reporting and general strategic planning, including long-term staffing requirements and budgetary implications.
* Assist Dean, Associate Dean and Departmental Chairs/Directors with coordination of faculty processes.
* Coordinate all tenure, promotion, retention and post-tenure review processes through Faculty 180.
* Provide staff support for the college's Promotion & Tenure Committee.
* Assist with or coordinate college meetings, receptions and special events as needed.
* Participate as a member of the Dean's Executive Team.
* Manage and supervise class and room scheduling process through CollegeWeb.
* Work closely with the Fiscal Operations Manager on faculty hires. Serve as the liaison for human resources and affirmative action offices as related to processing personnel paperwork and ensuring procedural guidelines are followed.
* Assist with review of faculty/service professional contracts and annual contract master.
* Coordinate record management and disposition.
* Responsible for capital and non-capital purchases within the college (excluding IT equipment) for renovations, upgrades, etc. Work with respective contractors on purchases.
* Act as liaison between Dean's office and college staff and faculty.
* Ability to take a lead role in implementation of new technology and provide training to faculty and staff members when necessary.
* Ensure the Dean¿s main office functions professionally and smoothly. Provide back up support to the Administrative Associate when needed.
* Other duties as assigned by the dean.

COORDINATE FACULTY HIRING PROCESSES:

* Work with Department and Committee Chairs to formulate initial paperwork within AA guidelines to ensure that the paperwork is in the proper format and that it won't be returned.
* Monitor HR website for positions(s) to be posted.
* Email Department and Committee Chairs the vacancy # for the position once posted.
* Create paper and electronic search file and checklist for position.
* Track all paperwork through the process and print out pertinent emails for paper file.
* Forward all required items to AA for file.
* Work with AA, Provost's Office, Department Chairs and search support staff to make sure files and candidate paperwork are complete and ready for candidate to start.

FACULTY PROCESS COORDINATION:

* Coordinate all faculty processes and maintain required files, distributing relevant information to appropriate recipients.
* Know and understand the published schedule of faculty processes.
* Maintain communication with Provost Office.
* Develop internal schedule for faculty process activities.
* Inform and remind Dean's Office, Chairs and Faculty of deadlines and expectations.
* Coordinate, schedule and develop materials for the promotion and tenure (P&T) workshop, P&T committee meetings, P&T binders, and review time and locations.
* Work with College staff, faculty and Department Chairs to process staff recruitment's, getting personnel paperwork to the next step, and with special projects as needed.
* Answer or determine answers to personnel related questions from College faculty and staff.
* Remind College faculty and staff of performance appraisal due dates and training's available.
* Track and review annual performance appraisals, received from college departments, make copies for personnel files, and forward to HR for their files.
* Oversee maintenance of Dean's Office personnel files for faculty and staff.

ASSIST DEAN:

* Keep Dean (and Associate Dean as needed) apprised of happenings in the College, i.e. building issues, personnel issues, search issues, etc.
* Provide interpretation, guidance and enforcement of various personnel policies and procedures.
* Assist Dean with the creation of Chair MOU's and SOE's.
* Coordinate Faculty Senate Elections or appointments process for Dean.
* Review documents as required by Dean.
* Draft emails to others on behalf of Dean or Dean's Office.
* Attend Executive Staff, Department Chair and other meetings as requested or required.
* Present information to faculty and staff as requested.
* Draft confidential correspondence as requested.

Minimum Qualifications

* Master's degree in business, public administration or field pertinent to this position and two years of directly related administrative experience; OR
* Bachelor's degree in business, public administration or field pertinent to this position and four years of directly related administrative experience.

Preferred Qualifications

* Experience in Human Resources management.
* Experience with administrative principles and practices.
* Experience working with people from diverse backgrounds.
* Experience in a service-oriented environment.
* Skill in the use of personal computing software and database management.
* Experience with Peoplesoft, Enterprise Reporting, Faculty 180 and other University specific computer programs.

Knowledge Skills and Abilities

* Ability to work independently.
* Strong interpersonal skills and ability to work as a member of a team.
* Knowledge of higher education processes and procedures.
* Knowledge of grant funded position requirements and limitations.
* Knowledge of faculty compensation.
* Skill in planning, analyzing and coordinating activities and establishing policies and procedures.
* Skill in problem solving and decision making.
* Knowledge of supervisory practices and principles.
* Ability to communicate effectively.
* Knowledge, awareness and supportiveness of the multicultural needs of NAU and the surrounding area.

General Information

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.

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.

Salary

$53,000 - $55,000

FLSA Status

Exempt.

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 family members. More information on benefits at NAU is available at http://hr.nau.edu/benefits/elig_enroll .

Service Professionals are hired on a contract basis, renewable each 6 months according to terms of the Conditions of Professional Service, which may be found at: https://azregents.asu.edu/rrc/Policy%20Manual/6-301-Conditions%20of%20Professional%20Service.pdf.

Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan) after 90 days of employment. 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 27 weeks (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 the pay period following 90 days after start date. More information is available at: http://hr.nau.edu/benefits/elig_enroll.

Application Deadline

March 4, 2013 at midnight.

Northern Arizona University - 18 months ago - save job - block
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