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Academic Affairs Coordinator
Post Date: 01/30/2020
Close Date: 05/31/2020
Dickinson State University
291 Campus Drive

Web Site: (new browser window will open)

$30,000 - $49,999

Dickinson, ND

Job Description:
TITLE: Academic Affairs Coordinator

SUMMARY OF POSITION: The Academic Affairs Coordinator serves as the primary support staff to the Provost/Vice President of Academic Affairs (VPAA) and Associate Provost/Dean of Instruction (Dean), and works closely with administration to carry out the University's mission and strategic goals. This position performs executive administrative functions that include a wide variety of difficult and highly complex duties; and coordinates communications between the administrator and other top level administrators, faculty, staff, students and community members.
This position is distinguished from the lower (5000) broadband of Executive Assistant in that employees in this (3000) broadband are distinguished by duties that require advanced levels of independent judgment, discretion, initiative, problem-solving skills, tact and poise.

REPORTING RELATIONSHIP: This position reports directly to the Provost/Vice President of Academic Affairs, and indirectly to the Associate Provost/Dean of Instruction


Bachelors degree, or directly related work experience
Three (3) to five (5) years experience in complex administrative and/or project coordination
Advanced working knowledge of Microsoft Office Suite including Excel spreadsheet manipulation
Ability to complete complex word processing
Ability to utilize survey apps, such as Doodle or Survey Monkey
Ability to keep multiple items organized and available on request
Ability to manage time requirements and prioritize
Ability to plan, organize, and follow through with job duties and responsibilities, with minimal day-to-day supervision


Master’s degree in a related field
Familiarity with NDUS and/or ND government agencies

COMPENSATION: Includes a salary of $45,000 - $50,000 commensurate with qualifications and experience. And a comprehensive fringe benefit package, including employer-paid full-family coverage health insurance, TIAA retirement, tuition waiver benefits and much more.

LOCATION: Dickinson, ND

STARTING DATE: As soon as possible

Work with VPAA and other college officials to carry out the University's Dual Mission and strategic goals for the University.

Attend, prepare agendas, and take minutes for meetings and other campus committees as needed (which might include, but is not limited to: VPAA Council, Dual Mission Committee, Compliance Support Council).
Provide support and coordination of Dual Mission Committee Meetings and progress of special projects for the VPAA and/or Dean.
Work with VPAA to maintain communication with Faculty/Faculty Senate Committees.
Read, analyze, and interpret general business/academic periodicals, journals, technical procedures, or governmental regulations.
Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
Read, interpret, apply and explain SBHE, NDUS, and University policies, procedures and regulations. Assist with drafting of university policies that pertain to academic affairs.
Effectively present information in person or on the telephone to faculty, students, staff or the public.
Solve practical problems and deal with variables in situations where only limited standardization exists.
Recognize and facilitate the resolution of difficult and/or sensitive situations.
Anticipate needs and initiate activity to resolve minor problems and respond to and assist the VPAA in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance.
Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Use sound judgment in recognizing scope of authority.
Learn quickly and apply specific laws, regulations, rules, policies and procedures of the department and functions to which assigned.

Coordinate Academic Affairs Processes and Procedures for Faculty matters.

Receive, process, secure signatures, and appropriately route paperwork, including hiring documents (for annual, tenure track, dual-credit, and adjunct faculty), requisitions, and requests for payment, received by Academic Affairs.
Coordinate and process evaluations (student evaluations of faculty, faculty evaluations of chairs, chairs evaluations of the Dean, and VPAA evaluations of direct reports).
Work with the Dean in advising Department Chairs and Directors of timelines and deadlines to ensure completion of annual evaluations of full time staff and academic faculty including promotion/tenure for tenure-track faculty; for SBHE consideration. Prepare memo to President's office for promotion/tenure.
Maintain the Promotion and Tenure file including all processes, procedures, and compiling of materials for Dean and VPAA.
Assure timelines and legal guidelines are followed and outside agencies receive information and notification of action taken as required. (HLC, IRB Committee, Director of Special Projects, etc.)
Monitor the budgets for, accreditation and other budgets under the VPAA's responsibility, as determined. Ensure that expenditures are correctly recorded and account balances are sufficient to cover costs. Provide monthly balance reports to the VPAA on these accounts.
Provide administrative support to the Accreditation Liaison Officer in the preparation of required reports.
Coordinate and track academic program reviews for academic departments in keeping with timelines to be reviewed by the Dean and VPAA.
Maintain syllabus files of courses taught each semester.
Process grade appeals, coordinate appeal hearings, contact students/instructors of notification of appeal and process.
Maintain academic misconduct files and bring to the attention of appropriate parties for implementation of appropriate process as stated in the Student Handbook. Assist Dean as is necessary.

Plan, organize, coordinate, and direct office workflow in Academic Affairs ensuring timelines are met; coordinate and oversee projects as assigned by VPAA and/or Dean.

Maintain faculty development requests, materials, and budget.
Maintain and track DSU MOU's and coordinate oversight of DSU articulation agreements.
Manage SmartCatalog curriculum management system software. Assign necessary access for department chairs, faculty, and various committee chairs that approve curriculum requests. Assist Dean or VPAA who initially approves request in Curriculum Management System workflow.
Update academic probation/suspension letters each term with Provost/VPAA. Run communication generation on Campus Connection to post letters to student accounts and send email notifications.
Provide additional assistance with convocation and commencement, including working with University Relations and Academic Records on commencement program and verifying commencement script is accurate per VPAA and President. Assist with faculty line-up by providing Years of Service walking list and assist with lining up platform party and faculty on commencement day.
Assist with Student Opportunity and Resource Center (excluding TRiO SSS) processes, financial and budgetary issues (including P-Card Statements).

Perform complex secretarial and office management duties for Academic Affairs.

Act as point of contact for Academic Affairs with other administrative support offices/staff.
Assist with scheduling VPAA and Dean calendars, using Outlook.
Operate word processing, spreadsheet and data base management software proficiently.
Train and provide work direction to others.
Establish and review work priorities.
Maintain accurate statistical and financial records.
Demonstrate knowledge of modern office practices, procedures and equipment, including letter and report writing, financial and statistical record-keeping, receptionist and telephone techniques and etiquette.
Establish and maintain effective and cooperative working relationships with others.
Work effectively with minimal supervision.
Other duties as assigned.

This job announcement is not intended, and should not be construed, to be a complete list of all responsibilities, duties, skills, efforts, or working conditions associated with the job. It is intended to be an accurate reflection of those principal job elements essential to making fair pay decisions and determining job performance.

Band: 3000 Professional
Sub Band: 3405 Educational Services Professional
Term: 12 months
Status: Full-time (100%), benefitted, exempt (from FLSA overtime)

APPLICATION INFORMATION: Complete applications will be reviewed as received. The position will remain open until filled.

Complete the online application at http://www.dickinsonstate.edu/about/employment/open-positions/, then upload a cover letter specifically addressing the above minimum and preferred qualifications, a current resume, and copies of all higher education transcripts by the date stated above.

For more information about the position, contact the direct supervisor at 1-800-279-4295 ext. 2330 or marilyn.lee@dickinsonstate.edu

For more information or assistance contact: Human Resources (701) 483-2476

- Applicants who are eligible to claim veteran’s preference must include Form DD214 with the application for employment; claims for disabled veteran’s preference must include Form DD214 and a letter less than one year old from the Department of Veterans’ Affairs indicating disability; claims for preference as the eligible spouse of a disabled or deceased veteran must include Form DD214, a marriage certificate and a letter less than one year old from the Department of Veterans’ Affairs indicating disability, or the veteran’s death certificate.
- Due to access to restricted information, the successful candidate will be required to complete a satisfactory criminal history record check.
- Applicants must be eligible to work in the U.S. and I-9 employment certification is required at hire; sponsorship will not be considered.

DICKINSON STATE UNIVERSITY is a regional comprehensive institution within the North Dakota University System, whose primary role is to contribute to intellectual, social, economic, and cultural development, especially to Southwestern North Dakota. The University’s mission is to provide high quality, accessible programs; to promote excellence in teaching and learning; to support scholarly and creative activities; and to provide service relevant to the economy, health, and quality of life for the citizens of the State of North Dakota.

For more information about Dickinson State University please visit www.dickinsonstate.edu and watch this video (https://www.youtube.com/watch?v=6HrbFZUn4ew).

As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. 23-12-10.

Dickinson State University is an equal opportunity and affirmative action institution that does not discriminate on the basis of race, color, sex, sexual orientation, gender, national origin, age, religion, gender identity, creed, marital status, veteran’s status, political belief or affiliation, information protected by the Genetic Information Nondiscrimination Act (“GINA”) or disability in its admissions, student aid, employment practices, educational programs or other related activities. Pursuant to Title IX of the Education Amendments of 1972, Dickinson State University does not discriminate on the basis of sex in its educational programs, activities, or employment opportunities as required by Title IX. Dickinson State University complies with the provisions of the North Dakota Human Rights Act. Inquiries concerning Title VI, VII, ADA, ADEA, Title IX, and Section 504 may be referred to the Title IX Coordinator/Affirmative Action Officer, Dickinson State University, 291 Campus Drive, May Hall, Room 309, Dickinson, ND 58601, (701) 483-2370, dsu.titleix@dickinsonstate.edu or the Director of Human Resources at (701) 483-2476 or DSU.HR@dickinsonstate.edu.
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