Academic Program Coordinator, Intermediate

Job description

Job Title: Academic Program Coordinator, Intermediate
Location: Graduate College
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 605132
Workplace Culture

NAU 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.

Core Values One NAU side by side Student Centered | Integrity | Diversity | Service | Discovery | Excellence Northern Arizona University

Special Information

***This position is open to current regular, benefit-eligible NAU employees ONLY. (Temporary employees, student workers, variable-hour benefit-eligible employees, and other non-regular employees are not eligible to apply).***

Resumé, cover letter, and three professional references are required in addition to the application.

Immigration Suppt/Sponsorship

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

Job Description

The Graduation and Petitions Coordinator serves a critical role within the Graduate College. This position has primary / sole responsibility for reviewing and processing graduation applications, conferral of degrees, and graduate petitions. An individual in this position will work closely with graduate students, faculty members, departmental administrators and staff, and other staff in the Graduate College on graduation processes and petitions as well as provide administrative, technical, and website support to the unit.

Specifically, the Graduation & Petitions Coordinator is responsible for:

  • Assisting graduate students, graduate program faculty, and staff across the institution with all graduation related processes, including:
    • manually reviewing each submitted graduation application for completion and accuracy.
    • monitoring, answering questions about, and sending out notifications to all students regarding the status of their graduation application.
    • following up on outstanding requests for missing student information in applications.
    • communicating grading basis change and accelerated program requests to the Registrar’s Office.
    • completing the commencement program report for master’s students.
    • communicating graduation denial notifications.
    • withdrawing graduation applications and processing graduation fee reversals.
    • awarding mid-term and end-of term degrees.
    • processing and sending out degree-completion verification letters and certificates.
  • Assisting with diploma issues, including: completing graduation name change reports, contacting students about returned diplomas, ordering new diplomas, etc.
  • Assisting graduate students, faculty, and staff university wide on the completion of critical documentation, including leaves of absence, extensions of time, transfer credits, petitions to withdraw and academic improvement plans.

Additional responsibilities for the position include:

  • serving as the unit's webmaster.
  • assigning program of study milestones to graduate students on Louie.
  • updating programs of study based on curriculum committees' meeting notes and uploading them to the website.
  • processing academic probation reports and communicating probation warnings and notices
  • leading annual effort to update Graduate College forms that reside on our website.
  • completing commencement preparations; organizing doctoral student RSVPs for the commencement doctoral hooding ceremony with the ETD Coordinator; assisting with hooding demonstrations and student check-in on commencement day.
  • preparing content for and presenting at workshops for graduate faculty and students.
  • providing­­­­­ excellent customer service to multiple faculty, administrators, and staff regarding graduate programs.
  • conducting research and preparing reports related to graduate enrollment, petitions, graduation, special programs, professional development, and other programming.
  • evaluating effectiveness of processes and po­licies to develop and implement improvements.
  • providing technical advice, problem-solving assistance, answers to questions, and program goals and policy interpretation.
  • other duties as assigned.

Minimum Qualifications
    Bachelor's degree AND two years administrative/coordinative program experience; ORAny equivalent combination of experience, training and/or education.

Knowledge, Skills, & Abilities
  • Knowledge of and experience with the PeopleSoft Student Information System (i.e., PeopleSoft, Louie, OnBase, Enterprise Reporting tools), Outlook, WordPress, Microsoft Suite, and Google Suite.
  • Excellent communication skills, both written and verbal.
  • Strong human relations skills and record of success working in an organization with diverse colleagues, students and/or clients.
  • Strong professional ethics.
  • Strong critical thinking and analysis skills.
  • Ability to display consistent, positive communication and service skills.
  • Knowledge of administrative practices and principles.
  • Skill in planning, analyzing, coordinating and prioritizing multiple activities/tasks and complex projects.
  • Ability to work independently and manage projects.
  • Ability to write formal correspondence and draft reports.
  • Interest in working in a dynamic, student-oriented environment.
  • Ability to contribute effectively in a team setting.

Background Information

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.

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 and NAU-Fort Defiance as these campuses have 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.


The budgeted salary is $39,000 - $42,000.

Commensurate 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 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. 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.

Application Deadline

November 23, 2020 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 Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, 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.

EEO is the Law Poster and Supplements

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




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Job No:
Posted: 11/18/2020
Application Due: 2/16/2021
Work Type: