Administrative Services Assistant, Senior - 608257

Full-time - Entry Level

Remote - Flagstaff, AZ

Educational Services

About the position

The W. A. Franke College of Business is one of eight academic colleges at Northern Arizona University and the School of Hotel and Restaurant Management is the #1 ACPHA-accredited hospitality business program in Arizona. The School of Hotel and Restaurant Management is home to approximately thirty team members. Our school enrolls approximately 400 undergraduate students. We are known for educating, elevating, and celebrating leaders that impact the hospitality industry. We aspire to create a dynamic, authentic, and practical learning environment, preparing students for successful careers. NAU's main campus is surrounded by the largest contiguous ponderosa pine forest in the world, and our faculty enjoy hiking, biking, and skiing in this beautiful mountain town. We are fortunate to have an active cultural scene with many music performances and arts festivals at multiple local venues. The Grand Canyon, Sedona, and Phoenix are all easily accessible via a short drive. Flagstaff also has excellent K-12 schools such as BASIS Flagstaff. The Senior Administrative Assistant for NAU's School of Hotel and Restaurant Management plays a vital role in supporting the smooth operation of academic and administrative functions. This position provides high-level administrative support to the program and Executive Director ensuring efficient communication, organization, and execution of daily operations. The Administrative Assistant, Senior is responsible for coordinating office activities, managing calendars, processing documents, assisting with event planning and student-related services, and developing the student employee team.

Responsibilities

• Process personnel forms for faculty, staff, part-time and student employees for HRM.
• Manage complex calendars and schedules.
• Independently coordinate meetings, prepare agendas, and take minutes.
• Independently prepare and edit correspondence, reports, and presentations.
• Provide excellent customer service to guests, students, faculty, and staff.
• Order and maintain all office supplies for faculty, staff, and events.
• Arrange catering orders for program events.
• Reconcile purchases per local and State policies and procedures.
• Route student and academic paperwork within established local and University procedures.
• Collect needed risk management paperwork within university policy.
• Coordinate travel for student groups and others as assigned by the Exec Dir.
• Arrange for parking for visiting guests.
• Provide project assistance to the Executive Director as assigned.
• Use Monday.com to receive, assign, track, and measure all tasks.
• Provide administrative support to HRM events.
• Supervise and assist in executing HRM functions with student employees.
• Manage Banquet Event Order (BEO) clipboard area and store documentation.
• Collaborate with Career and Alumni Services Director, HRM Business and Education Partnership Coordinator, and Executive Director on events.
• Serve as the building manager for all Flagstaff HRM facilities.
• Liaise with NAU PD and others to ensure building security and access.
• Liaise with Facility Services to ensure the maintenance of building spaces.
• Reserve space for school events.
• Serve as facility representative on relevant university committees.
• Maintain building compliance with local regulatory agencies.
• Check inventory levels for classrooms and lab spaces.
• Participate in deep cleaning of the building as requested by the Executive Director.
• Supervise part-time and/or student employee team responsible for front desk operations.
• Other duties as assigned by the Executive Director.

Requirements

• High school degree; may require an Associate's degree.
• 1-3 years of relevant experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Nice-to-haves

• Experience with NAU systems.
• Bachelor's degree in hospitality or related field.
• 1-2 years of front office experience.
• 1-2 years of other hospitality experience.
• 1-2 years of event planning experience.

Benefits

• Generous health, dental and vision insurance.
• Participation in the Arizona State Retirement System.
• Paid vacation and 10 holidays per year.
• Tuition reduction for employees and qualified dependents.