Description

Program Assistant Manager

Location: Astronomy & Planetary Sciences
Regular/Temporary: Regular
Job ID: 608385
Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.



Special Information

• This position is subject to the availability of funding. The incumbent is not eligible for Service Professional non-renewal notice, or Classified Staff layoff or recall status.
• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility. Opportunities for remote work are rare, but include travel to support the annual Arizona Space Grant Research Symposium.
• To receive full consideration, please attach your resume/CV, cover letter, and 3 professional references to your application.

Job Description

This Program Assistant Manager will assist in overseeing the management of student internship programs such as NAU NASA Space Grant program and the NSF Research Experiences for Undergraduates (REU) program in the Department of Astronomy and Planetary Science at Northern Arizona University, as well as the Astronomy Education and Outreach in Northern Arizona (AEON). Depending on the department needs and availability of funds, this employee may be asked to assist in the development and management of other programs in the future as well. This position is the primary interface between students and faculty mentors, coordinates the programs budgets, and plans/implements procedures and policies to ensure the programs meet detailed objectives, including reporting to the program sponsors.

Funding Management - 40%

• Assists with managing contract, grant, and local funding, including cost-share.
• Monitors budget expenditures and provides detailed budget forecasting.
• Assists with the preparation of budget revisions/submissions.
• Provides interim status reports on all program accounts to the PI and sponsor.
• Assists with proposal writing to develop additional funding.
• Ensures adherence to established university and departmental policies and procedures, and objectives.
• Uses university systems (e.g., Peoplesoft, ServiceNow, etc.) to track these financials and works with the Office of Sponsored Projects and other departments to ensure the execution of the grants.
• Develops, implements, and maintains recordkeeping systems and procedures.
• Gathers data, compiles information, and prepares reports.

Program Coordination - 40%

• Effectively communicates with prospective and current interns and faculty/external mentors in a collegial and professional manner.
• Purchases materials and supplies needed for the internships and outreach program and reconciles purchases using NAU's financial systems.
• Processes onboarding for interns and stipend payments.
• Coordinates housing/lodging for REU interns on NAU campus.
• Supports event organization, such as, but not limited to, on campus poster presentation sessions and Space Grant Symposium.
• Will assist in travel arrangements for interns and mentors, and in the travel reimbursement process.
• Provides training and documentation to interns and mentors to adequately inform them what the expectations and goals of the program are.
• Supports other Space Grant funded outreach efforts, including logistics support, direct engagement with the outreach activities, and financial direction.
• Approves timesheets for student interns and part-time employees and directs their efforts.

Collaboration - 15%

• Liaisons with other departments, outside collaborators, and others to ensure success of programs.
• Promotes a professional and collegial work environment.

Other - 5%

• Manages the websites for NAU NASA Space Grant, REU, and AEON with the NAU ITS infrastructure
• Attends trainings and conferences.
• Performs other duties as assigned.

Minimum Qualifications

• High school degree
• 1-2 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

• Bachelor's degree in a relevant field
• 3-4 years of relevant experience, preferably in education, academia or government.
• Experience with student data tracking and reporting using survey tools (e.g., Qualtrics, etc.)
• Experience with grant budget management/financial tracking, reporting, and proposal development
• Experience with financial systems used by NAU, such as Peoplesoft, Enterprise Reporting, ServiceNow, etc. and familiarity with NAU institutional policies.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of principles and procedures of the assigned work unit.
• Knowledge of budgeting and accounting principles.
• Knowledge of organizational practices and principles.

Skills

• Planning, organizing, coordinating, facilitating, and leadership skills.
• Program development and execution.
• Coordination of activities, evaluating data, and establishing priorities.
• Microsoft Office Suite (Word, Excel, PowerPoint).

Abilities

• Works independently.
• Communicates effectively.
• Exercises good judgment and professionalism.
• Follows institutional, state, and federal policies.

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

Salary range begins at $58,882. 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.

Benefits

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

May 26, 2025 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 Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Equal Opportunity Employer, including Disabled/Protected Veterans. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.



To apply, visit https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=608385&PostingSeq=1







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