Academic Program Coordinator, Intermediate

Job Description

Job Description

Special Information

• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.
• This position is subject to the availability of funding. 
• Driving a vehicle on behalf of the university is anticipated to be a regular part of this position. Arizona Administrative Code Fleet Safety Policy requires all employees who drive on university business become authorized by submitting Driver’s license information for driving record monitoring, and completion of training appropriate to the level of driving performed. The law applies to all faculty, staff, and students who drive personal or university-owned motorized vehicles for any business purpose. More information on the NAU Authorized Driver Policy can be found on the NAU website.

About the Department/College

At Northern Arizona University, we prepare leaders in education to make a difference for the lives of those with whom they work. NAU has long been recognized as a leader in education, in Arizona and beyond. We offer undergraduate, graduate, and doctoral programs that offer innovative teaching strategies that allow students to work closely with our accomplished education faculty.

About the Position

Assists in the creation, maintenance, and coordination of the Preparing Indigenous Teachers for Arizona Schools (PITAS). Works as a collaborative team member with the PITAS Anchor Faculty member and Project Director, as well as multiple university, school, and tribal partners. Uses specialized functional knowledge to analyze and respond to administrative matters to ensure that the program’s needs are being met and that University procedures and policies are being followed. The Program Coordinator will lead and/or collaborate on programmatic efforts including student recruitment, event planning, student and faculty support, purchasing, budget maintenance, communication with internal and external partners, data keeping and reporting, and other day to day efforts that support the PITAS program.

Responsibilities Include

40% - Administrative Support

• Coordinates and performs a range of staff and operational support activities for the program.
• Serves as a liaison with tribal nations, Native-serving schools, and university departments in the resolution of day-to-day administrative and operational problems.
• Manages scheduling, resources, and operation for the PITAS program, including helping to schedule classes, meetings, events, interviews, appointments, and other similar activities for supervisors.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Coordinates all aspects of travel as needed, which may include making hotel, flight, and rental car reservations, and submitting documentation for university business trips, processing reimbursement requests for travel and maintaining records.
• Establishes, maintains, and updates files, databases, records, and/or other documents.
• Liaison with the NAU Service Teams on programmatic requests. Prepares meeting agendas, logistics, communications, materials, and minutes.

20% - Administrative

• Assists in the development of program content; monitors program metrics and performance; maintains operation of the program.
• Acts as a liaison for program to potential or current students, staff, faculty, or external stakeholders or constituents.
• Ensures program compliance with all applicable university, state, federal, or other laws, rules, regulations, and guidelines.
• Delivers presentations to communicate information about the program.
• Trains and advises others on program guidelines and details.
• 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.
• Distributes, collects, and processes forms and documents related to the program. Researches, summarizes, and analyzes information regarding program participation; calculates statistics and compiles data to prepare special and/or recurring reports.

20% - Reporting & Financial

• Contributes to the creation of the program budget and monitors budget for program expenditures; advises department leadership on discrepancies with expenditures.
• Tracks budget expenses according to Grant and Contract Requirements Prepares financial reports when requested.
• Ensures all contracts and processes for payments are established.
• Manages contracts and works with the PI and Service Teams staff to coordinate financial activities.
• Maintains accurate expense allocations to the appropriate Speedchart budget and grant number as needed.
• Prepares and processes departmental financial purchases by entering Service Team tickets and uploading appropriate documentation, monitoring service team actions and payments.
• Maintains records of program participants and program data, which may include inputting or updating data in a database.

5% - Marketing, Outreach, & Events

• Coordinates marketing and communication for student residencies and other events.
• Develops and distributes communications related to student recruitment. Event planning and execution.

5% - Other

• Attend meetings, trainings, and other events.
• Perform other duties as assigned.

Minimum Qualifications

• Bachelor’s degree in relevant field.
• 2 years of relevant experience.

*A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.

Preferred Qualifications

• Experience with NAU reporting software systems and processes (i.e., Louie, CourseDog, Enterprise Reporting).
• Valid driver’s license.
• Arizona Identity Verified Prints (IVP) fingerprint clearance card, or ability to secure one within the first month of employment.
• Proficient user of Microsoft Word, Excel, Outlook, Adobe, PowerPoint.
• Experience working with multiple stakeholders (students, staff, faculty) in a higher education setting.
• Experience working in Indigenous communities.
• Experience working in a preK-12 school environment.

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.

Compensation

Salary range begins at $50,000. Annual salary commensurate with candidate's qualifications and related experience.

Pre-Employment Check

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. Also, 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.

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.

Notice of Availability of the Annual Fire and Security Report

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 View phone number on us.fitly.work or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Immigration Support/Sponsorship

Northern Arizona University will not provide any U.S. immigration support or sponsorship for this position.

Submit your Application

To apply for this position, please click on the "Apply" button on this page. You must submit your application by midnight of the application deadline.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at View phone number on us.fitly.work, View email address on us.fitly.work, or PO Box 5633, Flagstaff AZ 86011.