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Academic Operations Coordinator

Northern Arizona University
Arizona, United States
Salary Not specified
Posted Date
Oct 3, 2022

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Position Type
Faculty Positions, Business & Management, Other Business & Management
Employment Level
Employment Type
Full Time
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Academic Operations Coordinator

Location: Extended Campuses - Scottsdale
Regular/Temporary: Regular
Job ID: 606682
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.

Special Information

  • This position is posted as Academic Operations Coordinator, which is a working title. The NAU system title for this position is Academic Program Coordinator, Intermediate.
  • This position will be located at the NAU Office on the Scottsdale Community College campus.

Job Description

Statewide program delivery is dynamic and nuanced - often involving a rather sophisticated understanding of multiple interests and moving pieces. This is a critical position focusing on day-to-day academic operations statewide and supporting operational logistics and administrative functions required in order for classes to occur. This includes, but not limited to, creating and maintaining class schedules, coordinating statewide facility/classroom usage, and providing a variety of support to academic units, faculty, staff, community partners, and other stakeholders.

Statewide Academic Operations - 75%

Process various university course scheduling procedures independently, including:
  • Create and maintain class schedules in Coursedog/LOUIE for NAU Scottsdale campus classes, as well as other statewide locations and online programs.
  • Maintain and update schedule of courses and course rotation spreadsheets, gather required information and clarify missing or unclear information with academic program chair.
  • Follow established NAU course create guidelines and timelines.
  • Assist academic units with class scheduling special requests (e.g., new topic, out-of-term, new facilities and/or classrooms).
  • Cancel courses as requested by academic units; communicate schedule changes to instructors and other stakeholders, as needed.
  • Create and/or generate reports and data integrity queries.

Coordinate classroom use at the NAU Scottsdale Campus for NAU classes, as well as other assigned statewide locations, including:
  • Manage and maintain room reservation requests to various statewide partner facilities, confirm reservation requests, and update partner facility owner of any changes to course schedules or class cancellations.
  • Manage and maintain the processes for NAU faculty and students to obtain access to various partner facility resources such as classroom computer, WIFI, or other computer networks.
  • Serve as the NAU point of contact to coordinate with various facility partners to obtain non-NAU system username/passwords, key cards/classroom keys, etc. for NAU faculty and students.
  • Support NAU faculty teaching at various partner facilities in troubleshooting campus specific classroom/computer login issues, facility access, etc.
  • Assist with room reservations for graduate student dissertation defenses at Scottsdale Community College.
  • Enter projected and final rental amounts in EC Admin Pages/Facility Management tool.

Statewide and Online Instructor Assignments
  • Collaborates with NAU academic chairs or other leadership to identify faculty teaching assignments.
  • Lead communications to NAU faculty to facilitate class scheduling and preparation.
  • Process instructor approval requests in the EC Admin Pages/Instructor Approval system and upload credentials, as needed.
  • Process essential hiring information to the HR Service Team.
  • Assign the instructor to the course in Coursedog/LOUIE, including identifying correct instructor role and providing accurate salary/pay information.
  • Assign lead faculty to courses with Steward and/or Designer access, as needed.
  • Responds to instructor inquiries, as well as requests for administrative support.
  • Communicate facility specific information and resources to the NAU faculty member assigned to the course.

Campus Support - 20%
  • Serve as NAU Scottsdale campus building manager.
  • Provide front-office coverage and support in the UC Building at Scottsdale Community College.
  • Reserve/schedule UC Building classrooms and meeting rooms for internal and external use.
  • Liaison with NAU CAPCOT/Space Management, NAU ITS, and Scottsdale Community College as needed in support of campus operations.
  • Serve as a Cleary Act Campus Security Authority (CSA) for NAU Scottsdale campus.
  • Provide any non-financial administrative support requested by unit leadership.

Other - 5%
  • Perform other duties as assigned.

Work Environment

Occasional business travel may be required. Employees may be required to provide their own transportation. Weekend and evening hours may occasionally be required.

Minimum Qualifications

  • Bachelor's degree in relevant field.
  • 2-4 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 in course scheduling in a university setting.
  • Experience supporting academic operations in a university setting.

Knowledge, Skills, & Abilities

  • Intermediate knowledge of academic operations tools, processes, policies, and concepts.
  • Knowledge of best practices for community partnership in higher education.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Customer service skills.
  • Analyzes non-routine situations and anticipates issues.
  • Demonstrates problem solving, organizational, and analytical capabilities.
  • Manages and maintains relationships.
  • Balances competing priorities.
  • Communicates effectively.
  • Works independently and/or part of a team.
  • Promotes a diverse, inclusive environment.

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 range begins at $41,421. 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.


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 17, 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

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