Coordinator II

University of St Thomas•Minneapolis, MN

1d•Onsite

About The Position

Under minimal supervision, the Department Coordinator supports and coordinates the academic and operational functions of the academic departments they are assigned to within the Opus College of Business. This role blends routine logistical responsibilities with professional-level tasks requiring critical thinking, project coordination, and effective communication. This position ensures that daily operations run smoothly while also contributing to broader departmental goals and continuous improvement efforts. This position is also responsible for providing faculty with all materials and the support necessary for their classroom teaching, committee work and research. In addition, each Department Coordinator has individual responsibilities such as committee support, coordinating the IDEA process, office management, book orders and copyright.

Requirements

High school diploma or the equivalent
Three years of administrative support experience

Nice To Haves

Prior administrative experience in higher education setting

Responsibilities

Supports faculty and department leadership by managing departmental programs and initiatives, organizing projects, and helping improve operational efficiency.
Serves as a daily contact for faculty questions and provides information to all faculty on available resources.
Communicates UST/OCB policies, procedures and deadlines.
Provides an orientation to all new full-time and adjunct faculty covering University and OCB requirements, facilities and support.
Supports student-facing processes, including managing major and minor declarations and proctoring make-up exams.
Coordinates department and committee meetings, schedules faculty meetings, study sessions, lunches and other events.
Assists faculty in preparing documents for conferences, meetings and events.
Maintains clear and consistent communication between departments and university offices, communicates policies and deadlines, and resolves or escalates administrative concerns as needed.
Provides daily support for faculty by organizing materials necessary for their classroom teaching, including instructional tools like Canvas, classroom materials, and access to teaching resources.
Assists faculty with placing and managing online book orders for their courses.
Facilitates all logistical aspects of guest speaker visits and other academic events.
Oversees faculty office and support spaces, including managing inventory, office supplies, and equipment; troubleshooting copier/printer issues; and coordinating swipe entry access.
Coordinates faculty office moves and handles facilities and ITS service requests on behalf of faculty.
Manages all aspects of faculty searches—from gathering and posting applicant materials for review by faculty to scheduling interviews and candidate visits.
Coordinates all aspects of interviews including inviting candidates, coordinating schedules with all required UST faculty and administrators, arranging presentations, small group meetings and other logistics.
Acts as the point person for all candidates to assure that the schedule is followed, candidates are well attended to and feel welcome, and expenses are reimbursed.
Oversees the processing of new faculty contracts through Human Resources.
Coordinates third-year review, tenure, and promotion processes by organizing documentation, uploading materials, and scheduling meetings.
Planning and executing meetings and events—such as faculty meetings and guest lectures.
Assists faculty with creating documents for academic events, conferences, and presentations.