Academic Scheduling & Faculty Contracts Manager

University of St Thomas•Saint Paul, MN

1d•Onsite

About The Position

The University of St. Thomas is seeking an Academic Scheduling & Faculty Contracts Manager for the School of Engineering. This role involves comprehensive management of academic scheduling, faculty administration, front office operations, student employee supervision, and undergraduate recruiting. The position focuses on improving processes, utilizing systems like Ellucian Banner and Salesforce for course scheduling, classroom optimization, and ensuring system accuracy and policy compliance. It also includes generating faculty contracts, managing adjunct onboarding, maintaining faculty resources, and supporting accreditation and assessment. The role oversees daily office functions, manages communications and logistics, assists with event planning, and supervises student workers. Additionally, it involves coordinating prospective student tours, supporting orientation, and handling various administrative tasks for the Dean's office.

Requirements

Bachelor’s degree in a relevant field
Three years of administrative program support with project management and technology experience, preferably in Higher Education
Demonstrated proficiency with Student Information Systems (e.g. Ellucian Banner), Customer Relationship Management platforms (e.g. Salesforce), Canvas, SharePoint/Teams, 25Live, internal purchasing software systems, and Microsoft 365 applications, including Outlook, Word, Excel, and Teams
Ability to create, manage, and analyze spreadsheets
Demonstrated experience in hiring, training, and mentoring student staff or part-time employees

Responsibilities

Manage the development, initial entry, and ongoing maintenance of the Engineering undergrad and graduate academic schedules.
Collaborate with program directors, department chairs, and associate dean to assemble course schedules that meet program needs and student demand, while optimizing faculty utilization and productivity.
Monitor student demand in all Engineering programs and suggest schedule revisions.
Enter and ensure accuracy of all course section information, part of term calendar details, and room scheduling for the Engineering academic course schedule in university enterprise systems by established deadlines.
Maintain, adjust, and update the schedule as required during the academic year.
Maintain faculty teaching load and course release records for all full-time Engineering faculty and 12-month adjuncts in collaboration with the associate dean.
Oversee the engineering faculty contracts process, including coordination with academic affairs.
Oversee the overload process for approximately 40 full-time faculty and contract administration for approximately 60 adjunct faculty.
Manage the engineering adjunct onboarding process from initial communication through day one of employment, including monitoring HR onboarding status and ensuring access to required tools and systems.
Develop, manage, and maintain the Canvas course for adjunct and full-time faculty, including course construction requirements, book requests, evaluation processes, reference materials, and assessment materials.
Serve as the primary Engineering liaison with the Student Data and Registrar’s office, Office of Academic Scheduling, and other University central service teams.
Coordinate with relevant academic program leadership to ensure timely implementation of approved curricular updates into degree evaluations and other information resources.
Manage all classroom scheduling needs and processes with university facilities/scheduling office for efficient and equitable space utilization.
Work with centralized offices (registrar, business office, financial aid) to maintain accurate academic calendars, including refund schedules, drop dates, and part-of-term.
Manage daily engineering office operations to ensure a productive and efficient work environment.
Manage the full hiring process for main office student workers, including posting jobs, reviewing applications, interviewing, and onboarding.
Train students on office software (Microsoft Office, Google Drive, Salesforce/Banner), front desk protocols, and customer service standards.
Set expectations, review timesheets, and provide feedback or performance coaching to student assistants.
Create, manage, and monitor shift schedules for front-desk student employees to ensure continuous coverage.
Train student employees to support reception, communication, logistics, supplies, key requests, and event support.
Manage the prospective student process, including coordination with Admissions for prospective student tours and collaboration on metrics using SIS and CRM platforms.
Prepare informational materials and construct follow-up communications with prospective students and answer student questions.
Manage scholarship awards and communications (employing SIS and CRM platforms).
Collect and analyze data required for decision making and accreditation.
Assist in university-wide assessment initiatives and preparation of annual departmental and school reports.