Coordinator II

University of St Thomas•St. Paul, MN

4d•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.
The Coordinator manages major and minor declarations, ensuring timely updates with the Registrar’s Office.
They are available for drop-in student questions about on-campus resources and proctor make-up exams in a secure, distraction-free setting.
Coordinates department and committee meetings as requested.
Schedules faculty meetings, study sessions, lunches and other events with awareness of the best usage of University resources.
Assists faculty in preparing documents for conferences, meetings and events.
Communication and liaison responsibilities are central to this role.
The Coordinator 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.
Offer help with instructional tools like Canvas, classroom materials, such as student tent cards and photo rosters, and access to teaching resources.
The Coordinator assists all faculty with placing and managing online book orders for their courses, ensuring timely submission and communication with the bookstore.
Facilitates all logistical aspects of guest speaker visits and other academic events.
Assists faculty in producing documents for conferences, meetings and events.
Oversees faculty office and support spaces.
This includes managing inventory, office supplies, and equipment; troubleshooting and resolving copier/printer issues; and coordinating swipe entry access.
This role also coordinates faculty office moves and handles facilities and ITS service requests on behalf of faculty to ensure their workspaces and technology are functional and up to date.
These duties are shared in partnership with a second department coordinator to ensure seamless coverage and service.
In recruitment and academic personnel processes, the Coordinator manages all aspects of faculty searches—from gathering and posting applicant materials for review by faculty to scheduling interviews and candidate visits—ensuring a positive and professional experience.
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.
Once hires are made, the coordinator oversees the processing of new faculty contracts through Human Resources.
They also coordinate 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.
The Coordinator handles logistics, scheduling, and materials preparation to ensure a polished and efficient experience.
They also assist faculty with creating documents for academic events, conferences, and presentations.