Coordinator III

University of St Thomas•Saint Paul, MN

2d•$22 - $27•Onsite

About The Position

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.

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 preparing initial contracts, tracking receipt of signed contracts, and managing relocation bonuses.
Manage contract renewals for all returning full-time faculty, including tracking status and salary changes.
Prepare and archive contract-related correspondences with faculty.
Train and supervise others in archiving contracts and related documents.
Assist with planning and coordinating Academic Affairs events and programs, including the President’s Convocation and Annual Faculty Meeting.
Create and track faculty invitations and surveys, distribute materials, and distribute recordings.
Reserve spaces, develop layout diagrams, manage catering, coordinate tech support, and provide on-site support for events.
Create and develop digital media (PowerPoints, videos, etc.) for events.
Organize speakers, arrange parking and photography, and work with Public Safety and outside contractors.
Manage events related to 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, responding to queries and directing student and parent inquiries.
Support the faculty director of WAC (Writing Across the Curriculum).
Coordinate WAC workshops and seminars, including space reservation, catering, tech support, promotion, registration, and administrative tasks.
Manage the WAC budget, processing stipends, tracking spending, and purchasing supplies.
Schedule WAC Advisory Committee meetings, manage catering or lunch vouchers, track membership, and send communications.
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 regarding the tenure and promotion process.
Set up, track progress in, and manage permissions in Canvas sites for tenure and promotion applications.
Support all involved parties as tenure/promotion applications move through the process.
Update faculty records upon tenure/promotion decisions.
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.
Track Faculty Senate actions related to the Faculty Handbook and update the Handbook as needed.
Process stipend payments for Adjunct Faculty committee members.
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 Academic Administrators Resources.
Edit and distribute the weekly faculty Need-to-Knows newsletter.
Maintain the university’s list of academic unit leadership.
Provide general 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 and supervise/train others on data entry, loading, scanning, updating, and auditing.
Manage faculty personnel records and related data and reporting in partnership with Human Resources.
Ensure data within the Banner system is complete and accurate in partnership with Human Resources.
Collaborate with associate deans to ensure data accuracy and consistency.
Ensure the accuracy and confidentiality of digitally stored data.
Supervise and train others on data entry, loading, scanning, and updating into university systems.
Serve as a point of contact for faculty personnel records questions.
Supervise and train Academic Affairs student employees.
Develop meaningful projects to engage student employees and develop their experiences and employability.
Perform other duties as assigned.