School Of Professional Studies (Sops) Coordinator

DICKINSON STATE UNIVERSITY (DSU) 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.

DSU is seeking a Coordinator for the School of Professional Studies. Dickinson State University's School of Professional Studies' mission statement is to educate and prepare skilled, principled, and entrepreneurial graduates who will have a positive impact in their professions, their companies, and their communities.

For the students in the following programs: Agriculture, Criminal Justice, Exercise Science, Health Education, Physical Education, Psychology, Sport Administration, and Technical Studies.

This position provides the dean of the school with assistance in managing the department, recruiting students, retaining students, support with accreditation, and activities on the main campus, at remote office sites (i.e. Bismarck and Williston), and online.

MINIMUM QUALIFICATIONS:

• Education: Bachelor's degree or higher in business administration, Office Administration or a related field; or

o Associate's degree and three (3) years of directly related work experience

REQUIRED COMPETENCIES:

• Experiences that have led to the development of office managerial and clerical skills, written and oral communication skills, interpersonal skills, computer skills, decision-making and prioritization skills.

• Self-motivation

• Initiative

• Reliability for task completion, multitasking, and timeliness.

• The ability to assist with complex administrative and/or project coordination.

• Ability to learn, use and train on specialized tools (e.g. Blackboard, Starfish, Mongoose, Yuja, etc.)

• Demonstrated ability to maintain confidentiality when working with sensitive or personal information

• Strong sense of customer service and evident customer service skills

• Advanced working knowledge of Microsoft Office Suite including Excel spreadsheet manipulation

• Demonstrated ability to complete complex word processing

• Demonstrated ability to utilize survey apps, such as Doodle or Survey Monkey

• Demonstrated ability to keep multiple items organized and available on request

• Demonstrated ability to manage time requirements and prioritize

• Demonstrated ability to plan, organize, and follow through with job duties and responsibilities, with minimal day-to-day supervision

• Campus Connection

PREFERRED QUALIFICATIONS:

• Master's degree

• Familiarity with NDUS and/or ND government agencies

DELIVERABLES & OUTCOMES:

• Provide assistance and support to the dean of the school.

o Maintaining records of leave and attendance

o Requesting office supplies, repairs on office equipment, and printing services

o Reserve rooms/virtual connections for meetings

o Keeping abreast of various university procedural requirements, (e.g. processing of travel and expense vouchers or request for payments, etc.)

o Planning and arranging the maintenance and preparation of information needed for budget, end of year reports and accreditation reporting

o Supervising work-study students, properly processing timesheets in a timely manner

o Set-up of all placement and exit-testing

o Maintaining detailed accreditation reporting to ensure school's continued compliance

o Prepare agenda, attend, and take minutes for meetings

o Research and compile information and assist in writing reports, business correspondence, and procedure/operational manuals using correct English usage, grammar, spelling, punctuation and vocabulary.

o Manage the dean's calendar insofar as it involves assisting students, staff, or faculty members in scheduling appointments or committee meetings

o Assist the dean with travel arrangements for official purposes

o Assist the dean in the application and communication of policies to faculty and candidates (including drop/add, attendance, and grade appeal procedures; additional compensation, travel expense, and leave procedures for faculty)

o Assist the dean in collecting necessary documents from faculty and verifying the accuracy (syllabi, self-evaluations, tenure plans, book adoption forms, course scheduling requests)

o Download and organize the student evaluations of faculty for review by the dean

o Process forms for the hiring of adjunct instructors each semester and coordinate with the Provost's office and HR to collect and file necessary paperwork

o Initiate paperwork or online forms for class schedule changes, pre-requisite or co-requisite, course substitution or waivers, change of major or advisor, Directed Studies, etc.

o Assist with faculty position searches, including coordinating timelines and tasks with HR and the Provost's office, making reservations for interviews, lodging, search committees' meals, assisting interviewees with allowable reimbursement, etc.

o Monitor fund balances and expenditures

o Performs other duties as assigned

• Plan, organize and coordinate recruitment and retention activities.

o Coordinate student and parent visits

o Prepare materials for prospective students

o Inform students on internship and open position opportunities

o Maintain the internship binder for all applicable program(s)

o Assist and coordinate the admission process for the Graduate Studies program(s)

o Prepare and distribute promotional materials for the department, including maintaining its web pages for updates and accuracy

o Update generic graduation plans, advising sheets and program sheets as curriculum changes are implemented

o Assist with the updates of the departments promotional items/materials

• Provide administrative assistance and support to the faculty of the school

o Provide limited computer and technical support to faculty when necessary

o Serve as a resource for faculty, for information on campus policies and procedures, travel reimbursement, professional development funding requests, etc.

o Assist faculty with orders, including (a) name tags, business cards, and office name plates for faculty; (b) student name tags, trophies, and award plaques for school or programmatic activities; and (c) textbook desk copies, curriculum materials, and course supplies and audiovisual resources for faculty members' use

o Route library acquisition recommendation cards and other hard copy correspondence amongst the faculty in the school and through the university

• Serve as office manager and provide secretarial support within the office.

o Receive and coordinate telephone calls and distribute messages verbal, via e-mail or in hard copy

o Greet students and visitors and provide them with assistance and with basic information about academic programs and university procedures

o Learn and implement software, online programs, and other technologies as needed to streamline office procedures, increase efficiency, enhance communication and collaboration, and record and report data for program assessment and accreditation

o Create, maintain, and follow a time line of annual, per-semester, monthly, weekly and daily tasks required to run the office and meet deadlines established by the department, the university, the accreditor, etc.

o Organize and maintain order of books, files, equipment, records, etc., in the school's main office and conference room

o Maintain inventory of equipment and office supplies and work with outside vendors to obtain such items.

o Create forms and reports, design charts/tables/graphs, write memos, and scan or photocopy documents for the school and programmatic purposes and records.

o Prepare mailings

o Prepare monthly P-Card reports with supporting documentation

o Collect incoming mail each workday from campus mail room and route it within the department

o Prepare and deliver outgoing mail and /or items for shipping to the appropriate location

o Route correspondence to various personnel on campus

COMPENSATION PACKAGE:

• Salary range of $40,000-44,000/annually, commensurate with qualifications and experience

• Comprehensive fringe benefits, including, but not limited to:

o 100% employer-paid health insurance (family or single coverage)

o TIAA retirement

o Tuition waiver benefits

o Possible eligibility to participate in the Public Service Loan Forgiveness Program with the US Department of Education.

View https://www.dickinsonstate.edu/about/employment/ for information on the above and other benefits offered.

MAIN OFFICE/WORKING LOCATION: Dickinson, ND

STARTING DATE: As soon as possible

POSITION DETAILS:

• 3405 Accounting/Finance Professional

• 12-month term (July 1 - June 30)

• Full-time (100%)

• Exempt from FLSA Overtime

• Benefited

DISCLAIMER CLAUSE:

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.

For more information about the position, contact the direct supervisor, Dean Wittkopp

PREFERENCE DATE: March 10, 2024

APPLICATION INFORMATION: Applications received by the preference date will receive first consideration; the position will remain open until filled.

• Complete the online application at https://dickinsonstate.edu/jobopenings/postings.aspx
• provide three (3) references with contact information
• upload a letter of application/cover letter
• upload a curriculum vitae/resume
• upload transcripts (if applicable)

Applicants should fully describe qualifications and experience, with specific reference to each of the qualifications and responsibilities listed above as minimum/required/preferred because this is the information on which the initial review of materials will be based. Only applicants who appear best qualified based on this review will be contacted for an interview. The submission of all required materials by the preference date is the responsibility of the applicant. (Note: incomplete applications may not be considered).

Unofficial, or copies of official, transcripts are acceptable at the time of inquiry, but official transcripts will be required if hired. If you need to order transcripts you can have them emailed to DSU.HR@dickinsonstate.edu, faxed to 701-483-2574, or mailed DSU Human Resources, 291 Campus Drive, Dickinson, ND 58601.

Both internal and external applicants are eligible to apply if they are legally authorized to work in the United States. Federal USCIS I-9 employment certification is required at hire. Employer Sponsorship will not be considered.

ND Veteran's Preference laws apply to this position. Applicants who are eligible to claim veteran's preference must

provide proof of eligibility by the preference date.

Due to access to restricted information, the successful candidate will be required to complete a satisfactory criminal history record check before beginning employment.

Pursuant to N.D.C.C. 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the finalists.

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 based on 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 based on 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. Dickinson State University encourages applications from diverse candidates and candidates who support diversity. Inquiries concerning Title VI, VII, ADA, ADEA, Title IX, and Section 504 may be referred to either the Title IX Coordinator, Dr. Kathy Geisen, Dickinson State University, 291 Campus Drive, May Hall, Room 226, Dickinson, ND 58601 (701) 483-2391, dsu.titleix@dickinsonstate.edu or to the Affirmative Action Officer, Krissy Kilwein, Dickinson State University, 291 Campus Drive, May Hall, Room 309, Dickinson, ND 58601, (701) 483-2370, dsu.affirmativeaction@dickinsonstate.edu.

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, Dickinson State University publishes an Annual Security and Fire Safety Report. The report includes the University's policies, procedures, and programs concerning safety and security, as well as three years of crime statistics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found here.

For more information about Dickinson State University, please visit www.dickinsonstate.edu and watch this video. You can also visit this site: https://findthegoodlife.com/!