Community Program Coord, Int Location:
Ctr for Service & Volunteerism Regular/Temporary:
Regular Full/Part Time:
Full-Time Job ID:
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.
NAU will not provide any U.S. immigration support or sponsorship for this position.
Assists in the maintenance and coordination of the AmeriCorps Seniors Programs which are part of the Center for Service and Volunteerism. These programs – Foster Grandparent, RSVP, and Senior Companion – engage adults 55 and older in service throughout the state. Ensures the implementation of policies and practices, and assists in conducting oversight, review, and analysis of the effectiveness and compliance of the program(s). Position reports to FGP Program Manager with additional oversight by RSVP and SCP Program Managers and Fiscal Oversight Manager.
Essential Position Responsibilities
- Assists Program Managers with the development, distribution, and tracking of all grant related data.
- Prepares quarterly in-kind reports for federal grants
- Assists Financial Oversight Manager with account transfers, report writing, and other functions for ACS Programs.
- Sets up new grants when awarded (SIGA forms, copy codes, transportation car check-out system, labels for mailing, etc.).·
- Sets up ACS documentation with and deposits to the NAU Foundation, Bursar’s office, and Post Award.
- Assist with preparation for monitoring and auditing visits as needed.
- Keep office supplies up-to-date and in order for local and distant site staff. This includes regular communication from staff for supply orders.
Budget and Financial Responsibilities
- Provides specialized or general calculations and analysis support in various accounting functions for ACS Programs; prepares specialized or highly complex reports, statements, analyses and interpretation utilizing advanced knowledge and proficiency in accounting practices, principles and interrelationships for both management (Financial Oversight Manager) and outside agencies.
- Contributes to the creation of the program budget and monitors budget for program expenditures; advises department leadership on discrepancies with expenditures.
- Processes PeopleSoft Financial forms and documents for AmeriCorps Seniors (ACS) Programs (Senior Companion, Foster Grandparent, and RSVP) along with AmeriCorps and VISTA programs as needed.
- Processes monthly stipend reimbursement to ACS volunteers (approximately 300 vouchers are completed monthly; 10-15 travel documents; and 8-10 transfers are completed monthly).
- Sends out monthly spreadsheets to Community Program Coordinators to enter volunteer hours; receives spreadsheets back; completes requisitions or vouchers for total areas and sends to Accounts Payable for processing and coordination.
- Prepares IDTs to split charges between accounts when needed (NAU transportation,business card orders, cell phone bills, etc.).
- Assists ACS Program Managers and/or Financial Oversight Manager with estimating and/or calculating past and future projected expenditures.
- Recommends alternatives to management (Financial Oversight Manager and Program Managers) when accounting data indicates trends or situations requiring action to be taken beyond scope of responsibilities.
- Pay vendor bills.
- Submit e-PARs for ACS Programs, CSV general staff, including funding change forms as necessary.
- Calculate and submit retro payroll funding changes when needed.
- Serves as the HR liaison for all staff (non-volunteer) related items.
- Tracks ACS coordinator budgets (p-card charges, travel, out of pocket reimbursements, etc.).
- Works with ACS Program Managers to ensure staff in their programs operate within their assignment budgets.
Policies and Procedures
- Contributes to the development of program policies and standards.
- Keeps informed on university policies and procedures and relays this info to department staff.
- Provides technical writing skills and keeps handbooks up to date.
- Acts as a Liaison
- Acts as main point of contact for program participants and other program stakeholders or constituents, including telephone and email communications; answers questions regarding the program; provides conflict resolution, if needed.
- Maintains records of program participants and program data.
- Is responsible for implementing, maintaining, and updating all ACS systems including OnCorps, Call Loop, Mail Chimp, etc.
- Is responsible for ensuring all paperwork is recorded and filed including ACS applications, fingerprinting, MOU forms, and other ACS related work.
Reporting and Compliance
- Ensures program compliance with all applicable university, state, federal, or other laws, rules, regulations, and guidelines.
- Oversees the volunteer application process and ensures new volunteers are enrolled in compliance with all program regulations.
- Distributes, collects, and processes applications, forms, and documents related to the programs.
- Researches, summarizes, and analyzes information regarding program participation; calculates statistics and compiles data to prepare special and/or recurring reports.
- May supervise or oversee student or temporary employees.
- Supports development of newsletter content.
- Maintains the NAU Telephone Directory annually and quarterly.
- Answers department main phone and toll free line, routes calls to departmental staff/takes messages.
- May schedule and participate in meetings or committees on behalf of the programs or department.
- Takes notes at CSV Community Engagement Committee (CEC) meetings and works with director on other correspondence to the CEC.
- May interact with vendors, Accounts Payable, Human Resources and Finance Service Teams, Purchasing, the NAU Budget Office, and the SBS Fiscal Operations Manager.
Other duties as assigned in alignment with this position.
- Assists with fund raising or other special events.
- Minimal nights/weekends may berequired.
- Bachelor's degree in relevant field; AND,
- 2-4 years of relevant experience; OR
- A combination of related education, experience, and training may be used as an equivalent to the above
Knowledge, Skills, & Abilities
- Knowledge of rules, regulations, guidelines, and procedures related to program area.
- Knowledge of basic accounting/budgeting procedures.
- Knowledge of standard office policies and procedures.
- Skill in developing and maintaining good working relationships.
- Skill in English composition, grammar, spelling, and punctuation.
- Basic math.
- Skill in the use of personal computer/software, including extensive knowledge of
- Microsoft Excel and Word.
- Ability to problem solve and make decisions.
- Ability to multi-task on a daily basis.
- Ability to communicate effectively with the public, volunteers, and older adults.
- Ability to work effectively with people from a variety of culturally and diverse backgrounds.
- Ability to work independently.
- Ability to function well as a team member
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 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.
The budgeted salary amount is $41,421.
**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.
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.
September 23rd, 2021 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.