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Northern Arizona University | Flagstaff , AZ 86002

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

Special Information

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.

Job Description

NAU has an exciting opportunity for an Executive Assistant, Sr. (EA-S) in the College of the Environment, Forestry, & Natural Sciences (CEFNS). The EA-S will perform various administrative duties, assist the Dean, Associate Deans, Director, and academic and research units, and serve as the primary point of contact for the college office. This role requires a practical working knowledge of NAU and college procedures, which requires sound judgment and discretion in handling matters directed to the college office. The EA-S will also communicate and clarify the Deans' views on policies or issues to constituents and stakeholders. The college office is open daily with regular hours between 7:30 a.m. and 4:30 p.m.

The individual in this position is expected to meet the needs of the Office of the Dean actively and effectively, including the application of proactive problem-solving techniques and the skills necessary to diplomatically handle issues of critical importance to the office.

Assistant to Dean, Associate Deans, and Director, and University Development - 50%

• Acts as a calendar delegate for the Dean and Associate Dean(s).
• Prepares materials to support the Dean and Associate Deans' daily activities and meetings.
• Works with the Dean and Director, University Development to coordinate the Dean's development activities.
• Work with the Associate Dean of Academic Affairs to manage the ACEFNS student group.
• Coordinates travel schedules and activities for the Dean's Office, including event registrations and participation.
• Provides administrative support for the Director, University Development, including travel, correspondence (donor gift acknowledgments), contact reports, and event planning (donor visits, guest speakers, etc.).
• Assists with Processing of Dean's and Dean's Office staff travel expenses.
• Coordinates college events, including securing a venue, catering, invitations, collecting RSVPs, updating the Dean's speech, ordering award plaques and retirement gifts, creating certificates, updating the event website, and ensuring the smooth running of the event; works with Department Chairs/Directors to ensure coordination of college activities; such as Discover NAU Day.
• Assist in providing administrative support to the Colorado Plateau-Cooperative Ecosystem Studies Unit (CP-CESU) program.

Strategic Planning & Communication Support - 20%

• Prepare detailed briefings to ensure the Dean and Associate Deans are well-prepared for meetings and events with internal and external audiences. Execute appropriate follow-through on meetings and appointments, as necessary, including meeting notes and minutes.
• Identify impactful information and elevate issues to the attention of the Executive Team.
• Contribute to strategic planning for events, engagements, and activities involving the Office of the Dean, considering institutional and sector priorities.
• Organize, facilitate, and support special initiatives spearheaded by the Dean's Office, including retreats and cross-college events, working closely with other university offices.
• Serve as a primary point of contact on any matter directed to the office by internal and external stakeholders; independently research and prioritize incoming issues and determine an appropriate course of action, referral and/or response.
• Utilize highly developed and sound independent judgment, as well as excellent communication skills and techniques to keep the Executive Team informed of all matters that require attention.

Front Office Management - 10%

• Orders office supplies and monitors ongoing supply needs.
• Processes and files confidential personnel and student information.
• Provides front desk reception, greeting and assisting guests to the Dean's Office, monitoring traffic through the area, and ensuring professional reception area appearance.
• Answers incoming calls to the Dean's and general college telephone lines, directing calls to proper individuals as needed.
• Monitors incoming and outgoing mail.
• Maintains log of all financial forms processed through the Dean's Office.
• Supervise student employees and PT Temp Employees, including hiring, work schedules, job duties, and performance issues, to meet the needs of the entire Dean's Office.
• Coordinates activities of student employees for the needs of the entire Dean's Office.
• Timekeeping for student employees and PT Temp Employees.
• Maintains college organizational charts and contact lists.

Webmaster & Social Media Management - 10%

• Updates the college website as needed.
• Manage the college's social media, such as Facebook, Instagram, and Twitter; submit posts and updates to communicate with the public.
• Disseminate specific communications to college constituents as required by the Dean.
• Reviews and approves appropriate e-mails through the CEFNS listservs.
• Works with facility services, placing repair and maintenance orders and ensuring timeliness.
• Coordinates the assignment of keys for office occupants.

Other - 5%

• Maintain confidentiality and discretion regarding College business and files.
• Serves as backup for other staff members in departmental units if necessary.
• Other duties as assigned.

Minimum Qualifications

• Undergraduate bachelor's degree, and
• 3-5 years of relevant experience; or
• Any relevant education and experience combination may be substituted for the yearly educational requirement.

Preferred Qualifications

• Experience with C-suite or college leadership.
• Experience supervising the work of others.
• Experience with event planning and organization.
• Experience dealing with confidential documents and meetings.
• Experience planning, analyzing, and coordinating activities and establishing priorities.
• Experience scheduling and planning meetings.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of administrative and University principles and practices.
• Knowledge of principles and practices for providing customer and personal services.
• Knowledge of records administration and maintenance techniques and procedures.

Skills

• Planning, analyzing, and coordinating activities and establishing priorities.
• English composition, grammar, spelling, and punctuation.
• Scheduling and planning meetings.
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Organizational and project management skills.

Abilities

• Problem solving, organizational, and analytical capabilities.
• Represents office and University in a professional manner.
• Balances competing priorities.

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. Finally, 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 campus has on-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 ~~~ or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary range begins at $58,882. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.

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 dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. 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 the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

May 12, 2025 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at ~~~, ~~~, or PO Box 5633, Flagstaff AZ 86011.

Equal Opportunity Employer, including Disabled/Protected Veterans. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.