Job Details

Workplace Culture

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

• Based in Phoenix, Arizona in the Phoenix Bioscience Core campus in downtown Phoenix.
• This position is a remote position which allows the incumbent to complete their work at a location other than an NAU site, campus, or facility with or without accommodation. The incumbent may occasionally work in a shared site, but primarily will work elsewhere.
• This position is a hybrid position which allows the incumbent to complete their work at both an NAU site, campus, or facility and at a non-centralized site with or without accommodation.

Job Description

The Administrative Services Assistant, Seniorposition will perform a variety of independent office/administrative support duties related to admissions in the department of Physician Assistant Studies (PAS). This role will require the ability to work across internal and external stakeholders. Using specialized functional knowledge to analyze and respond to administrative matters within established limits to ensure that the department's needs are being met and that University procedures and policies are being followed. Will ensure a seamless experience for applicants to the PA program, from inquiry to matriculation. Will collaborate closely with PA admissions committee, with the central application service for the PA profession, and with external and internal reviewers to complete the admissions and review cycle.

Admissions Support - 60%

• Helps set up CASPA and confirm details in the Graduate application prior to cycle opening.
• Creates/maintains email templates, local statuses, etc., in CASPA.
• Develops training materials for initial reviewers.
• Trains and oversees staff reviewers and part time temp reviewers.
• Completes initial review (data entry and transcript review) of applications.
• Provides regular information to initial reviewers to assist in completing transcript review, CASPA and Enterprise Reporting reports.
• Identifies faculty availability for interviews, assign faculty to interview days.
• Invites applicants to interview days, track their responses.
• Coordinates interview day schedule, provide to applicants, staff, and faculty.
• Provides day of interview support and conduct virtual tours of the campus.
• Schedule faculty admissions discussion days.
• Records faculty admissions voting information.
• Notifies and tracks alternates, invites to program as needed; communicates with top 5 as they move up the list.
• Denies applicants in ApplyWeb for the Graduate College who are not accepted or on the alternate list.
• Provide tours and information sessions to community partners (local universities and community colleges), NAU Enrollment Coordinators, NAU CHHS Advisors, etc.
• Provide monthly site tours, and conduct PA specific information sessions as needed.
• Assists with pre-admissions events, open houses, workshop, inviting public or targeted attendees, coordinating elements of the events and assisting in Q&A.

General Departmental Support - 20%

• Responds to inquiries (both email and via phone), forwards as required.
• Completes course equivalency requests submitted to the program.
• Website Maintenance (Most work done annually).
  • Helps to identify areas that need to be updated.
  • Coordinates meetings related to website maintenance.
  • Works with marketing re: website maintenance.

Incoming Student Support - 15%

• Invites accepted students to the program via CASPA program.
• Updates ApplyWeb with admission status for applicants that accept a seat.
• Provides the Graduate College with all official transcripts students.
• Create and maintain cohort ListServs.
• Maintains an incoming Class List, that includes CASPA and NAU Graduate College information.
• Creates and sends regular newsletters to incoming students.
• Confirms dates and required documents with faculty.
• Creates and maintains some of the onboarding forms for students, collect Bios, shirt sizes, name badges, etc.
• Sends updated class lists to CHHS Admin Coordinator (Kelsi) and Anatomy admin (Darla) throughout the summer.
• Coordinates student PBC badges.
• Provide student list to Exxat (or enter Students into Exxat individually).
• Coordinates incoming student tours, both group and individual events.
• Removes withdrawn students from class enrollment, student ListServ, Exxat, class lists (update required parties) etc.

Other - 5%

• Proctors Exams as needed.
• Assists with Events as needed.
• Other duties as assigned.

Minimum Qualifications

• Requires High School diploma, or may require Associates degree.
• 1 -3 years of relevant experience.
• A combination of related education, experience and training may be used as an equivalent to the above Minimum Requirements.

Preferred Qualifications

• 3 or more years of administrative experience in higher education.
• Attended a 4-year higher education institution.
• Completed a Bachelor's degree.
• Experience working with student admissions.
• Experience working with centralized application databases.
• Experience working in the health professions.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of standard office policies and procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.

Skills

• Develops and maintains good working relationships.
• Proficient in English composition, grammar, spelling and punctuation, and basic math.
• Records maintenance.
• Microsoft Office Suite (Word, Excel, PowerPoint).
• Operates a variety of office machines including personal computers, telephones and copiers.

Abilities

• Solves problems.
• Organizational capabilities
• Communicates effectively.
• Provides excellent customer service.
• Gathers data, compiles information, and prepares reports.
• Balances competing priorities.
• Promotes a diverse, inclusive environment.

Background 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.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 asthiscampushason-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) ###-#### or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Anticipated salary is $40,000. Annual salarycommensurate with candidate's qualifications and relatedexperience.

FLSA Status

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours worked.

Benefits

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

December 16, 2024 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 theDisability Resources Office at928-###-####, ...@nau.edu , or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern 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.

Know Your Rights Poster

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