Coordinator III

OVERVIEW

The University of St. Thomas invites qualified candidates to apply for a Coordinator III position within the Office of Academic Affairs.

 

The University of St. Thomas embraces belonging and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion an inclusive environment.  The University is an Equal Employment Opportunity Employer (EEO).  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic.  This commitment to inclusion and equal opportunity is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good.  A successful candidate will possess a commitment to the ideals of this mission.

 

JOIN OUR COMMUNITY

The University of St. Thomas offers a competitive and comprehensive benefits program, which includes:

• Tuition Remission for employees, spouses, and dependents
• Generous Retirement Contributions to support your future
• Comprehensive Health Coverage including medical, dental, and vision
• Fully Paid Insurance: disability, life, and AD&D
• Paid Parental Leave to support growing families

Salary Range: $21.50 to $27.25/hr

 

The University of St. Thomas has provided a salary range that represents its good faith estimate of what the University may pay for the position at the time of posting. The specific salary offered will be determined based on factors such as the qualifications of the selected candidate, departmental budget, internal salary equity considerations, and available market information.

 

JOB SUMMARY

The Academic Affairs Program Coordinator provides comprehensive administrative, operational, and project management support for faculty affairs, academic initiatives, governance activities, and special programs within Academic Affairs. This position serves as a central resource for faculty employment processes, tenure and promotion administration, faculty governance support, institutional communications, event planning, and records management. The role partners closely with Academic Affairs leadership, Human Resources, faculty, and university stakeholders to ensure the efficient coordination of faculty-related processes, the integrity of faculty data and records, and the successful execution of academic programs and events. The position also supervises student employees, manages key institutional systems and online resources, and supports strategic initiatives that advance faculty success and academic excellence.

 

ESSENTIAL FUNCTIONS

 

Manage faculty contracts

• Schedule candidate interviews, correspond with faculty candidates, prepare initial contracts and appointment letters for successful candidates, track receipt of signed contracts and final transcripts, archive hiring documents, manage relocation bonus process for new hires
• Manage contract renewals for all returning full-time faculty, including tracking changes to status and/or salary
• Prepare and archive contract-related correspondences with faculty
• Train and supervise others, as necessary, in archiving contracts and other related documents

 

Assist with planning and coordinating Academic Affairs events and programs, the President’s Convocation, and Annual Faculty Meeting

• Create and track faculty invitations and surveys, distribute materials in advance as needed, distribute recordings afterward
• Reserve spaces, develop layout diagrams, manage catering, coordinate tech support, provide support at event
• Create and develop digital media (PowerPoints, videos, etc.) for events, including up-to-date data for presentation
• Organize speakers, arrange parking and photography, and work with Public Safety and outside contractors as needed
• Manage events related to new faculty hires, including new faculty orientation and new faculty lunches throughout the year
• Write Newsroom articles and OST posts related to significant events
• Manage faculty roles, participation, and correspondence for commencement;, respond to queries as needed, and direct student and parent queries

 

Support the faculty director of WAC (Writing Across the Curriculum)

• Coordinate WAC workshops and seminars: reserve spaces, manage catering, coordinate tech support, promote events, set up registrations, perform other administrative tasks related to events
• Manage budget: process stipends for director, seminar participants and workshop facilitators; track spending; purchase necessary supplies such as textbooks, posters and name badges for WAC Seminar
• Schedule WAC Advisory Committee meetings each semester, reserve spaces, manage catering or request lunch vouchers; track membership; send communications on behalf of the director
• Manage the WAC website
• Manage distribution groups and Canvas sites
• Obtain data and reports as requested

 

Manage the system used for tenure and promotion

• Track tenure and promotion review timeline and eligibility for all full-time faculty
• Prepare correspondences with faculty to keep them on track as they move through tenure/promotion process
• Set up, track progress in, and manage permissions in Canvas sites used by faculty who are applying for tenure and promotion
• Support all involved parties as tenure/promotion applications move through the process
• Update faculty records when tenure/promotion decisions are made
• Develop and implement improved processes for Canvas sites and the tenure and promotion application administrative process

                                                                                       

Support faculty governance activities and committees

• Collaborate with leadership of the Faculty Senate and Adjunct Faculty Council on meetings, forums, and annual events: reserve spaces, manage catering, coordinate tech support
• Track Faculty Senate actions that relate to the Faculty Handbook; update the Handbook as needed
• Process stipend payments for Adjunct Faculty committee members

 

Maintain online resources

• Update the Academic Affairs website
• Update the website for the Claritas Initiative
• Manage Academic Affairs Teams and Sharepoint sites
• Manage the Academic Affairs OneStThomas pages, including the Academic Administrators Resources
• Edit and distributes the weekly faculty Need-to-Knows newsletter
• Maintain university’s list of academic unit leadership

 

Provide administrative support

• Provide general support for the vice provost for academic affairs; associate vice provost for faculty advancement and research
• Process and track non-base compensation requests that are initiated in Academic Affairs
• Manage Optix records; supervise and train others on entry, loading, scanning, updating and auditing of data and documents in Optix

 

Manage faculty personnel records and related data and reporting (in partnership with Human Resources)

• Work in partnership with Human Resources to ensure data within the Banner system are complete and accurate
• Collaborate with associate deans to ensure data accuracy and consistency
• Ensure the accuracy and confidentiality of digitally stored data
• Supervise and train others on entry, loading, scanning, and updating of data into university systems
• Serve as a point of contact for faculty personnel records questions

 

Supervise Academic Affairs student employees

• Supervise and train student employees
• Develop meaningful projects to engage student employees and develop student employees’ experiences and employability

 

Other duties as assigned

QUALIFICATIONS

Minimum Qualifications

• High school diploma or the equivalent
• Four years of administrative support experience

Preferred Qualifications

• Experience in higher education
• Bachelor’s degree
• Experience with enterprise systems

 

HOW TO APPLY

All interested candidates must apply online at https://www.stthomas.edu/jobs/. Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application.

 

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening.

 

Official job posting is available at www.stthomas.edu/jobs.