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Executive Assistant, Intermediate

Company: Inside Higher Ed
Location: Flagstaff
Posted on: April 10, 2021

Job Description:

Job Title: Executive Assistant, Intermediate Location: Alumni Engagement Regular/Temporary: Regular Full/Part Time: Full-Time Job ID: 605295 Workplace CultureNAU is a community devoted to student success and sustained by an unshakable commitment to our shared mission, vision, and values. We-faculty, staff, and administrators-thrive by combining our efforts and working side by side to further NAU's culture of excellence.Special InformationOnly complete applications including an NAU application, a cover letter outlining interest in the position and how past experience matches with the job requirements and a resume with 3-5 professional references will be considered. Immigration Suppt/SponsorshipNAU will not provide any U.S. immigration support or sponsorship for this position.Job DescriptionThe position of Executive Assistant for the Office of Alumni Engagement works closely with the Director to provide program development, administrative support, project management, information coordination and resources for the fluid operation of all programs in the Alumni Engagement department. The position provides direct administrative support to the Director of Alumni Engagement. Other key responsibilities include program coordination, board management, alumni data coordination and budget monitoring. The individual in this role is responsible for program coordination that advances the department's strategic plan. Duties focus primarily on providing complex administrative support for the department's expanding initiatives and increasing the visibility of the services it offers.Primary Responsibilities:

Respond to incoming alumni inquiries and messages (email, phone, mail, etc.) providing prompt, accurate and professional responses and delegating to another colleague or unit when appropriate or necessary.Coordinate data and information requests received on behalf Advancement - FoundationOversee the coordination of signature alumni events including Homecoming, Gold Axe reception, Golden Graduation Reunion, and other alumni events.Manages communications to alumni, donors, friends, faculty, staff, students and outside organizations regarding campus events and programming; maintains contact with patrons or clients via email, telephone, written correspondence, and in person;Development, implementation and coordination fifty year (at Spring Commencement) reunionWork closely with campus partners to successfully run the Golden Graduate Reunion, including marketing, University Events, Cline Library, Admissions, and other stakeholders.Coordinate alumni communications including managing key projects and communication tools on behalf of the director.Manage performance measure system for the department including tracking, monitoring and reporting requirements with data analysisCoordinate Alumni Association Board meetings and assist with ongoing board relations and communications. Coordinate and plan venue selection, travel arrangements, technology needs, contracts with vendors, etc.Schedule and prepare for quarterly board meetings and regular meetings of the Executive Committee to include preparing agendas, materials, meeting summaries.Provide administrative support as needed to individual board members, including managing all relevant board processes. i.e. recruitment, orientation, maintaining accurate information such as committee lists, listservs, contact information, meeting attendance, etc.Maintain calendars and schedule appointments and meetings for the Director and administrative personnel, utilizing knowledge of priorities and prearranged plans, regularly prioritizing and arranging meetings.Assist with arranging complex travel schedules for the Director and processes all required travel documents in accordance with the university travel policies and procedures.Transcribe and enter contact reports into Ellucian Advance software.Assist with creating reports using Ellucian Advance software for the Director.Research, summarize and analyze information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information following supervisor's general direction.Plan and arrange conferences or meetings under general instructions from supervisor; communicates arrangements to appropriate individuals.Organize meetings on and off campus including board meetings - securing location and coordinating schedules for department, campus leadership, and external organizations and individuals.Oversee a variety of account expenditures; maintains and reconciles detailed budgets within the Office of Alumni Engagement; advises and/or determines which expenditures are within the budget guidelines; informs supervisor/management of irregularities and proceeds with corrective action. Utilizes various software for budget tracking.Approve/authorize expenditures or actions for administrative and operational needs sometimes requiring higher level signatures.Use departmental purchasing card for approved expenditures and completes regular reconciliation of purchasing card transactions in accordance with purchasing card policies and procedures.Oversee the application, evaluation and awarding of the scholarships held in the Office of Alumni Engagement, including the communication with award winners.Use project management software to track and coordinate data request and communication support requests for all of Advancement - Foundation.Process PeopleSoft documents as needed.Supervise, monitor, and coordinate the activity of part time student employees, including hiring, approving time sheets, and evaluating performance bi-annually.Organize, establish, and maintain record-keeping systems for confidential correspondence, documents, materials, or records for an administrative function; sets up files; records or logs incoming information and follows-up on missing or incomplete information.Prioritize workload to meet work unit operations.Participate in special projects with staff as directed.Occasional weekend and evening work required.Minimum Qualifications
Bachelor's degree in Business or field appropriate to area of assignment AND2-4 years directly related administrative experience.A combination of related education, experience, and training may be used as an equivalent to the above Minimum Requirements.Preferred Qualifications
Previous experience working in higher education, preferably in alumni engagement or developmentHigh level computer proficiency with Microsoft Office SuiteFamiliarity with PeopleSoft, BSR Advance, or similar software.Familiarity with QuickBooks or other financial management software.Experience with project management, including development, implementation, and execution.Skill in coordinating activities, evaluating data, and establishing priorities.Knowledge of NAU's practices and policies; awareness and commitment to NAU's EEO/Affirmative Action Plan and Safe Working and Learning Environment goalsKnowledge, Skills, & Abilities
Ability to prioritize, work independently, initiate and follow-through on assignmentsAbility to work as part of a team or independently in a fast-paced environmentExcellent organizational skillsExtraordinary attention to detailAbility to work effectively with people from a variety of culturally diverse backgroundsEffective communication skills and professional demeanorAbility to provide exceptional customer serviceProficiency in Microsoft Word productsCollaborate and communicate effectively with and between departmental units and university at-largeBackground InformationThis 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.Finally, each year the Northern Arizona University Police Department releases an annual security report. The report is a result of the federal law known as the Clery Act and contains policy statements that address the school's policies, procedures and programs concerning safety and security including policies for responding to emergency situations and sexual offenses. The report contains three years of data for Clery reportable crime statistics for the campus along with the most current year's Fire Safety Report, which includes policy statements and fire statistics for Flagstaff on-campus student housing. The report may be viewed at or by visiting the NAUPD website at: . A printed copy of the report is available upon request by contacting the NAU Police Department, Records Department at (928)523-8884 or by visiting the department at Building 98A on the NAU Mountain Campus.SalaryCommensurate with experience.**The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information.FLSA StatusThis 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.BenefitsThis 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 at 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. More information is available at: Learning and DevelopmentYour 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 (). If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years. In addition to the development classes offered in-person, every NAU employee receives a free subscription to Lynda.com. From this site you can access more than 1,400 training videos on a broad range of subjects, including business skills, photography, music and video, home computing, and web design and development. Application DeadlineMarch 30, 2021 at 11:59 p.m.How to ApplyTo 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 line at 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 Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, Flagstaff AZ 86011.Equal Employment OpportunityNorthern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

Keywords: Inside Higher Ed, Flagstaff , Executive Assistant, Intermediate, Other , Flagstaff, Arizona

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