Part-Time Temporary Administrative Assistant

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.
• This position is posted as Part-Time Temporary Administrative Assistant, which is a working title. The NAU system title for this position is Part-Time Temporary.

About the Department/College

About the Position

The Administrative Assistant for the Work Control Center (WCC) works closely with Facility Services (FS) department directors, managers, supervisors, and front-line employees across all FS departments. The Administrative Assistant for WCC performs varied advanced administrative work specific to the work unit requiring initiative and independent judgement. The Administrative Assistant for WCC has contact with high-level administrative offices and staff requiring the use of business vocabulary, tact, discretion and judgement.

Responsibilities Include

50% - Customer Service

• Provides superior customer service to internal and external stakeholders, faculty, staff, and students.
• Answering requester’s questions, guiding them through difficult calls or issues, diffusing angry customers or handling issues presented by requesters.
• Utilize systems and web-based tools to assist in resolving customer issues.
• Qualifying, and dispatching work orders via phone, radio, web and walk in customers.
• Assists with special work order processes including, but not limited to, partnering with inside and outside stakeholders (PD&C inspections, Glass, Pest, Plan Review, Submittal, and Elevators, Afterhours).

45% - Communication:

• Data entry in Computerized Maintenance Management System (CMMS) including but not limited to:
  • Time and Attendance, creation of work orders, i.e. correct accounts for billing, correct trade assignments, etc.
• Coordinates office operations, to include but not limited to:
  • Routeing all inter-office paperwork, answers office phones, maintains multiple department emails, assists walk-ins, communicates with internal & external vendors in regards to documentation and form completion, and initiates outside vendor work orders for maintenance needs.

5% - Other:

• Other duties as assigned.

Minimum Qualifications

• Prior administrative experience.

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

Preferred Qualifications

Knowledge, Skills, & Abilities

• Skilled to be organized.
• Experience in customer services
• Knowledge of basic accounting and budgeting procedures.
• Knowledge of issues pertaining to areas of assignment.
• Ability to apply attention to detail and accuracy in computation.
• Skilled in the use of computer hardware and software and working knowledge of Microsoft Office Suite.
• Excellent communication skills – written and verbal.
• Skilled in basic math.
• Ability to manage time independently and effectively.
• Excellent ability in working with people from a variety of cultural backgrounds.
• Outstanding communications and interpersonal skills.
• Ability to multitask and remain calm under pressure.
• Must be flexible and adjust to changing priorities and direction on short notice.

Compensation

• Hourly Rate is $20.00.

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 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 (928) 523-8884 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.

Northern Arizona University welcomes applications from U.S. citizens, U.S. permanent residents, and individuals who already hold valid authorization to work in the United States or who may qualify for a change of status within the United States under current USCIS regulations. NAU is unable to initiate new employment-based visa sponsorships that require payment of the federal H-1B supplemental fee including for candidates residing outside the United States.

Submit your Application

You must submit your application by midnight of the application deadline.

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 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.