Job Title: Academic Program Coordinator, Senior
Location: Schl of Earth Sci & Env Sust
Regular/Temporary: Regular
Full/Part Time: Part-Time
Job ID: 606287
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.

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).***

Job Description

This position will provide administrative office support, as well as graduate program coordination for the interdisciplinary academic unit and highly productive research-oriented School of Earth and Sustainability with 50+ staff and faculty and 100+ graduate students within the College of the Environment, Forestry and Natural Sciences.

Essential Functions

Graduate Program Coordinaton - 50%

• Process and distribute SES application materials to faculty graduate program committee members.
• Assist/advise SES graduate students regarding required program/graduation forms and deadlines.
• Coordinate orientation week trainings and events for incoming SES graduate students.
• Manage/update SES graduate student information database and program handbooks.
• Field inquiries from prospective graduate students on all SES graduate programs.
• Initiate and distribute all SES GRA/GTA contracts.
• Collect, process and initiate Epars for all SES GRA/GTA employees.
• Facilitate graduate student LOUIE account reconciliation.
• Create/Modify all SES graduate level Schedule of Classes/Courses.
• Coordinate department issued Tuition Waivers in conjunction with faculty funding for faculty support.
• Serve as member of SES Graduate Council to advise faculty (in consultation with the school financial manager) on student funding sources for GTA/GRA positions.
• Provides administrative support and guidance to SES graduate students and related student organizations.
• Provides faculty support for alumni relations and event coordination.
• Liaison between SES and NAU marketing for printed material and alumni newsletter creation/distribution.

Administrative Support - 50%

• SES Scholarship processing/administration.
• Work with faculty and CIE to support international visiting scholar visa applications and sponsorship approval.
• Administrative support of the main office – Faculty and student inquiries/requests, answering phones, etc.
• Coordinates faculty, program, and special committee meetings (set up Zoom meetings, takes notes, sets up rooms, etc.)
• Service Team/department issues management/liaison.
• Facilitates school supply ordering and management.
• Office equipment check out/maintenance.
• Student/PTT hiring – epar processing and new hire packet initiation.
• Monitoring and responding to SES department email.
• Managing department copier equipment, supplies and print jobs.
• Manage and train SES office student workers.
• Time approval/management of department hourly employees.
• Assist building manager with facility work orders and building access.
• Distribute mail and packages to faculty and students.
• Process foundation reimbursement requests, in coordination with SES financial manager.
• Room scheduling/reservations.

Minimum Qualifications

• Bachelor’s degree in relevant field.
• 3-5 years of relevant experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Experience with a high volume, academic and research unit.
• Experience with NAU systems – Peoplesoft financials, Human Resources, Foundation/scholarship, Employee Service Teams, Student Financial Aid.
• Experience with NAU Graduate Program policies and procedures.
• Well organized and detail oriented.
• Experience with Schedule of Class/Course Dog.

Knowledge, Skills, & Abilities

Advanced knowledge of rules, regulations, guidelines, and procedures related to program area.

Advanced knowledge of budgeting and account reconciliation principles.

Advanced knowledge of organizational practices and principles.

Program coordination and execution.

Coordination of activities, evaluating data, and establishing priorities.

Microsoft Office Suite (Word, Excel, PowerPoint).

Works independently.

Exercises good judgement and professionalism.

Communicates effectively. •

Promotes a diverse, inclusive environment.

COVID-19 Vaccine Requirement

As of 12/10/21, the Safer Federal Workforce employee vaccination requirement is currently suspended pending the outcome of a federal court-issued injunction. This injunction has suspended the recent executive order issued by President Biden requiring all employees of federal contractors to receive COVID-19 vaccinations. For current status of the vaccine requirement and/or questions, please visit FAQs for Employee Vaccination Requirement.

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 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.

Salary

Anticpated salary range is $47,634 - $59,542. Annual salary commensurate with candidate's qualifications and related experience.

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.

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. 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.

Immigration Suppt/Sponsorship

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

Application Deadline

May 24, 2022 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.