Coordinator III

University of St Thomas•St. Paul, MN

23h•Onsite

About The Position

The University of St. Thomas is seeking a Coordinator III for the Office of Academic Affairs. This role provides comprehensive administrative, operational, and project management support for faculty affairs, academic initiatives, governance activities, and special programs. The position acts as a central resource for faculty employment, tenure and promotion, faculty governance, communications, event planning, and records management. The Coordinator III will collaborate with Academic Affairs leadership, Human Resources, faculty, and university stakeholders to ensure efficient coordination of faculty-related processes, data integrity, and successful execution of academic programs and events. Key responsibilities include supervising student employees, managing institutional systems, and supporting strategic initiatives to enhance faculty success and academic excellence.

Requirements

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

Nice To Haves

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

Responsibilities

Manage faculty contracts, including scheduling interviews, corresponding with candidates, preparing contracts and appointment letters, tracking signed contracts and transcripts, archiving hiring documents, and managing relocation bonuses.
Manage contract renewals for full-time faculty, tracking status and salary changes.
Train and supervise others in archiving contracts and related documents.
Assist with planning and coordinating Academic Affairs events, the President’s Convocation, and the Annual Faculty Meeting.
Create and track faculty invitations and surveys, distribute materials, and reserve spaces, develop layout diagrams, manage catering, and coordinate tech support for events.
Create and develop digital media (PowerPoints, videos) for events, organize speakers, arrange parking and photography, and work with external contractors.
Manage events for new faculty hires, including orientation and lunches.
Write Newsroom articles and OST posts related to significant events.
Manage faculty roles, participation, and correspondence for commencement, and respond to queries.
Support the faculty director of Writing Across the Curriculum (WAC), coordinating workshops and seminars, managing logistics, and promoting events.
Manage the WAC budget, process stipends, track spending, and purchase supplies.
Schedule WAC Advisory Committee meetings, manage logistics, track membership, and send communications.
Manage the WAC website, distribution groups, and Canvas sites.
Obtain data and reports as requested.
Manage the system for tenure and promotion, track timelines and eligibility, prepare correspondences, and set up/manage Canvas sites for applications.
Support parties involved in tenure/promotion applications and update faculty records upon decisions.
Develop and implement improved processes for Canvas sites and tenure/promotion applications.
Support faculty governance activities and committees, collaborating with Faculty Senate and Adjunct Faculty Council leadership on meetings and events.
Track Faculty Senate actions related to the Faculty Handbook and update the Handbook as needed.
Process stipend payments for Adjunct Faculty committee members.
Maintain online resources, including the Academic Affairs website, the Claritas Initiative website, Academic Affairs Teams and Sharepoint sites, and Academic Affairs OneStThomas pages.
Edit and distribute the weekly faculty Need-to-Knows newsletter.
Maintain the university’s list of academic unit leadership.
Provide general administrative support for the vice provost for academic affairs and associate vice provost for faculty advancement and research.
Process and track non-base compensation requests initiated in Academic Affairs.
Manage Optix records, supervising and training others on data entry, loading, scanning, updating, and auditing.
Manage faculty personnel records and related data and reporting in partnership with Human Resources.
Collaborate with Human Resources to ensure data accuracy in the Banner system.
Collaborate with associate deans to ensure data accuracy and consistency.
Ensure the accuracy and confidentiality of digitally stored data.
Supervise and train student employees in data entry and system management.
Serve as a point of contact for faculty personnel records questions.
Supervise and train Academic Affairs student employees, developing projects to enhance their experience and employability.
Perform other duties as assigned.