Faculty Services Coordinator

University of St Thomas•St. Paul, MN

9d•$20 - $25

About The Position

The University of St. Thomas invites qualified candidates to apply for a Faculty Services Coordinator (Coordinator II) position within the School of Engineering. The University of St. Thomas will be closed for the holiday season beginning on December 24 and returning January 5. Review of application materials and communication regarding possible next steps will take place in the new year. The University of St. Thomas embraces belonging and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion an inclusive environment. The University is an Equal Employment Opportunity Employer (EEO). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic. This commitment to inclusion and equal opportunity is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good. A successful candidate will possess a commitment to the ideals of this mission. The purpose of this position is to manage all aspects of faculty support for full-time and adjunct faculty in the School of Engineering. As a key member of the Dean’s Office administrative support team of the School of Engineering, the Faculty Services Coordinator performs a variety of duties, which provide administrative support to all faculty, Chairs and Associate Dean in the School of Engineering. This support includes contracts and compensation payments; course scheduling for graduate and undergraduate courses each semester; Banner entry for course details and updates; support of assessment activity of Chairs and Departments including course IDEA form coordination, scholarship award letters and associated duties as needed. The position reports to the Dean’s Office Manager and works with the Dean's Office Team.

Requirements

High school diploma or the equivalent
Three years of administrative support experience
Strong customer interface experience; excellent interpersonal, oral and written communication skills; computer proficiency (including Microsoft Office Suite)
Must be flexible and demonstrate ability to coordinate, delegate and multi-task

Nice To Haves

Prior administrative support experience in Higher Education
Bachelor’s degree

Responsibilities

Faculty and Course Support: Responsible for frequent contact and communication with both full-time and adjunct faculty for the undergraduate and graduate programs.
Work with Faculty and Human Resources to coordinate New Hire Adjunct paperwork processing and engineering specific onboarding for grad and undergrad adjuncts.
Coordinate both undergraduate and graduate course scheduling process each semester for the School of Engineering.
Meet regularly with the Grad Services Team, to stay informed of changing course offerings.
Enter all course information into Banner each semester.
Create course schedule documents and communicate classroom changes.
Consult with department chairs to determine adjunct faculty assignments.
Process all adjunct faculty contracts for both graduate and undergraduate courses, non-base compensation payments, overloads, and reimbursements along with other faculty compensation or payment requests as needed.
Coordinate the faculty load assessment and processes with department Chairs.
Coordinate the course and instructor evaluation process (IDEA forms) for the ENGR, ETLS and SEIS courses.
Coordinate all aspects of the faculty-candidate-interview processes for the School of Engineering including scheduling and campus visits.
Coordinate administrative duties for the study abroad courses including billing, payments, certificates, faculty contracts, gratuity gifts and any additional course needs.
Assist faculty in proctoring or finding proctors for make-up midterm and final exams.
Coordinate book adoptions for each semester.
Monitor ‘Curriculog’ for new course offering, their attributes and prerequisites, and any changes to existing courses.
Assessment Support for All Programs in SoENGR: Organize all forms of Assessment materials for the Departments including Annual Assessment Retreat Minutes and documentation of agendas and attendance for the EAB, SAB, and BOG meetings.
Coordinate Annual Assessment Surveys including Recent Graduate Surveys and Alumni Assessment Surveys.
Support faculty, chairs, and deans with all matters of ABET-EAC Accreditation Support university-wide assessment initiatives for annual reporting and HLC accreditation.
Coordinate with Chairs and Deans Office on preparing Annual Departmental and School Reports
Supervise student workers and manage office supply inventory
Undergraduate Recruiting and Orientation: In coordination with the Associate Dean, organize office and faculty to engage prospective student campus visitors for the undergraduate programs.
Coordinate recruitment of faculty for prospective tours.
Prepare or oversee preparation of information packets for prospective students.
Support follow-up communications and connections including mailings
Maintain documentation on prospective student tours.
Coordinate with Admissions Visit Office on all 1-on-1 student tours excluding special events.
Support Dean’s Office and faculty volunteering for summer orientation and advising.
Support Associate Dean of School of Engineering and Associate Dean Activities: Process building/room access requests; including student card access each semester.
Process key requests.
Maintain the ‘Engineering Faculty Reference Guide’ for new hires and Adjunct Faculty
Maintain current phone list for the School of Engineering
Support marketing of new course offerings
Support Dean’s Office Team as needed
Other duties as assigned or requested.