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Academic Program Coordinator, Intermediate

Employer
Northern Arizona University
Location
Arizona, United States
Salary
Salary Not specified
Date posted
Sep 23, 2022

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Academic Program Coordinator, Intermediate

Location: Geography, Planning&Recreation
Regular/Temporary: Regular
Job ID: 606649
Full/Part Time: Full-Time

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.



Job Description

This position supports the Department of Geography, Planning and Recreation (GPR) and the Park Ranger Training Program (PRTP). The incumbent is responsible for ensuring the execution of the PRTP. The Academic Program Coordinator, Intermediate is expected to work independently to meet departmental objectives within appropriate time frames and within university policy and procedures. They will communicate regularly with the Chair and department leadership. In addition to programmatic operations, this position is responsible for managing the front office operations of a very active department.

Program Support - 30%
  • Execute the following operations for the Geography, Planning and Recreation (GPR) program in collaboration with the program director and other Academic Program Coordinator, Intermediate.
  • Schedule all logistics and course dates in the university's system. Course dates do not follow the regular semester schedule, which requires advanced scheduling ability.
  • Independently coordinate and adapt to changing logistics as the program advances.
  • Determine and reserve appropriate teaching environments for unique needs of the program to offer such courses as Wilderness First Responder, avalanche safety training, etc.
  • Coordinate with various certifying bodies to ensure courses are taught as designed and in compliance with the certifying body's expectations.
  • Collaborate with other on-campus partners to determine the appropriate number of credit hours these classes are eligible for.
  • Meet regularly with program directors and other staff to ensure a consistent experience for participants.
  • Maintain program-specific inventory. Forecast inventory needs and advise leadership of needed changes/purchases.
  • Organize department events through managing invitations, reserving event space, etc.

  • Financial Oversight and Support - 25%
    • Manage, process and track all deposits and vendor payments for the Geography, Planning and Recreation (GPR) program. This includes comparing vendor submitted info with what is in Peoplesoft Financials to make sure contact data is accurate or if they are even in PeopleSoft with appropriate paperwork, then following up to update information before submission - and making sure all vendor are not active NAU students because they have to be onboarded through a different process.
    • Assist with monitoring budgets for department expenditures; advises department chair on discrepancies with expenditures.
    • Collaborate with SBS Operations and Financial Teams to assist department chair with fiscal transactions.
    • Utilize ServiceNow on behalf of department end users to initiate purchases for office/lab supplies, IT hardware/software, membership renewals, conference registrations, travel, etc.
    • Interface with ServiceNow to submit reimbursement requests on behalf of end users in department, speakers, and interview candidates.
    • Monitor process in ServiceNow as requests are worked and notify affected end users of updates or needed actions for tickets.
    • Assist end users in requesting new computer inventory purchases in conjunction with Dean's Office.
    • Manage and track Faculty Professional Development Funds.
    • Submit E-Pars via ServiceNow HR Talent Management for PT faculty, staff and students; follow up with HR New Employee Onboarding team as needed.
    • Work with OSP to obtain grant numbers for purchase of start-up equipment.

    Administrative Support - 20%
    • Provide general office support, to include: answering phones, checking and distributing mail, maintaining unit calendar, maintaining documentation (like syllabi) within retention policy, etc.
    • Review and route various student petitions, forms and documents through for processing.
    • Order office supplies and maintain inventory.
    • Develop administrative Standard Operating Procedures (SOP) for the assigned unit(s).
    • Manage spaces in the unit and communicate with Building Manager for safety and cleaning issues.
    • Participate, plan and prepare for departmental meetings. Take minutes for departmental meetings.
    • Serve as primary class scheduler for assigned units. Provide backup support to other units as needed. Liaise with the Registrar's office or other campus partners as needed.
    • Track and record scholarship awards. Assist department with marketing for scholarships.

    Hiring, Payroll and Supervision - 20%
    • Supervise any students hired to support the GPR department.
    • Coordinate with various departments to hire and employ students, faculty and staff.
    • Submit requests to hire student employees across assigned units (teaching assistants, role players, graduate assistants, etc.)
    • Provide administrative support to search committees, download applications and candidate campus interview travel arrangements; working within the parameters set by the HR and Finance Service Teams and Assistant Director, Operations.
    • Place advertisement requests with Human Resources.
    • Coordinate with SBS Finance Team, Federal Work Study Program, and Budget Office to assign student position numbers.
    • Approve weekly timesheets in Louie for all part-time student positions.
    • File overload paperwork for PT/FT faculty with HR specialist to ensure faculty are paid for additional teaching units.

    Other - 5%
    • Other duties as assigned.


    Minimum Qualifications

    • Bachelor's degree in relevant field.
    • 2 - 4 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

    • 5 or more years of relevant experience.


    Knowledge, Skills, & Abilities

    Knowledge
    • Knowledge of rules, regulations, guidelines, and procedures related to program area.
    • Knowledge of budgeting and account reconciliation principles.
    • Knowledge of organizational practices and principles.

    Skills
    • Program coordination and execution.
    • Coordination of activities, evaluating data, and establishing priorities.
    • Microsoft Office Suite (Word, Excel, PowerPoint).

    Abilities
    • 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

    Salary range is $41,421 - $51,776. 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.

    Immigration Suppt/Sponsorship

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

    Application Deadline

    October 6, 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.



    To apply, visit https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=606649&PostingSeq=1



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