Sobe/Trhlp Office 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 Business and Entrepreneurship and Theodore Roosevelt Honors and Leadership Program. The School of Business and Entrepreneurship's 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. The Theodore Roosevelt Honors Leadership Program (TRHLP) challenges high caliber students to become excited about learning and achieving personal goals and prepares leaders for service in the community, the nation, and the world. TRHLP students receive a minor in leadership studies as well as a scholarship each academic year.

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

MINIMUM QUALIFICATIONS:

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

o A combination of education and directly related experience which would total four (4) years or more

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, (Outlook, Access, SharePoint, Teams, etc.)

• 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

PREFERRED QUALIFICATIONS:

• Master's degree

• Familiarity with NDUS and/or ND government agencies

• Demonstrated ability to utilize Campus Connection

DELIVERABLES & OUTCOMES:

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

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 and/or TR Student Assistant Directors, and properly processing timesheets in a timely manner

o Coordinate and proctor 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 Assist with travel arrangements for official purposes

o Assist 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 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 and the TRHLP director

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 Assist the Dean and Director with fiscal budget; monitor department fund balances and expenditures

o Process all TRHLP applications (freshman, transfer students, international students)

o Prepare TR course listings and generate permission numbers,

o Track GPA's, ensuring scholars meet program requirements each semester, while maintaining a database of TRHLP scholars' courses, advising, and distributing permission numbers accordingly

o Monitor TR and SoBE scholarships and collaborate with the DSU Heritage Foundation on selections

o Complete Leadership Studies Minor graduation audits for students

o Assist the Director/Dean in coordinating arrangements for student and faculty travel to conferences.

o Coordinate all TRHLP and SoBE events i.e. (Freshman Orientation Retreat, Graduation and Awards Celebrations) by tracking attendance, creating certificates, ordering gifts, and making necessary arrangements

o Performs other duties as assigned

• Plan, organize and coordinate recruitment and retention activities.

o Coordinate student and parent visits for TRHLP

o Prepare materials for prospective students

o Maintain and inform students on internship and open position opportunities by updating the teams folder

o Assist with preparation and distribution of promotional materials and working with the Office of University Relations to update publications such as brochures, flyers, posters, and websites.

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

• Provide administrative assistance and support to SoBE and TRHLP faculty

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, course supplies, and audiovisual resources

• 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 timeline of annual, per-semester, monthly, weekly, and daily tasks required to run the office and meet deadlines established by the School and TRHLP , 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/THRLP and programmatic purposes and records.

o Prepare mailings

o Administer use of the purchasing card for purchases; maintain purchasing records such as invoices and purchase requisitions, and prepare monthly purchasing card report

o Collect incoming mail each workday from campus mail room and route it within the school/TRHLP

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

o Route correspondence to various personnel on campus

o Coordinate and assist the TRHLP Director in tracking applications, communicating with applicants and monitoring fully accepted applicants

o Maintain central database for TRHLP scholars and alumni information

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 supervisors, Dean Hauf and/or Director Easton

PREFERENCE DATE: April 14, 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/!