Program Coordinator II

The University of St. Thomas invites qualified candidates to apply for a Coordinator II position within the Morrison Family College of Health - School of Social Work. 

The University of St. Thomas embraces diversity, inclusion, and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion a diverse, equitable and 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.  We are committed to building a skilled team that represents a variety of backgrounds and perspectives. This commitment 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.

JOIN OUR COMMUNITY

The University of St. Thomas offers a competitive and comprehensive benefits program, which includes:

• Up to 100% tuition remission for employees and dependents upon eligibility
• Up to 50% tuition remission for spouses upon eligibility
• A generous Employer retirement contribution of 9.4% of annual salary upon eligibility
• Medical, dental, and vision options
• Employer-paid disability, life, and AD&D benefits

JOB SUMMARY

The Coordinator II works for the Morrison Family College of Health and is assigned to the School of Social Work. The coordinator is responsible for supporting the mission of the University by providing primarily administrative support for the school of social work, managing and prioritizing tasks and duties that impact the overall performance of the school. The Coordinator II supports the director of the School of Social Work to ensure efficient and organized administrative operations for the entire academic unit to stay aligned and integrated with the College of Health. The Coordinator II is responsible for organizing, managing and completing special projects and initiatives, create, and maintain databases and records, and assist in supporting administrative processing as it relates to the budget. This position is part of the MFCOH centralized administrative team and is also assigned tasks for the MFCOH Dean’s office.

The Program Coordinator also supports the operation of the online Doctoral in Social Work (DSW) program. This includes administrative, faculty and student support for this online program and courses taught as part of the online program(s). This position also entails assisting with managing, coordinating, and implementing the activities and operation of the DSW program. This involves tracking admissions, enrollment numbers, and accessing information from the Banner system. The position responds to student and faculty inquiries and requests in the above areas. 

This position requires someone with a collaborative and agile mindset and a passion and commitment for the Morrison Family College of Health vision. This position maintains excellent working relationships with all members of the MFCOH, University community as well as the MFCOH and SSW advisors, donors, community partners and prospective and current undergraduate and graduate students. This position is under the direction of the MFCOH Administrative Manager and supports the School of Social Work Director, social work academic unit and the College of Health as needed.

ESSENTIAL FUNCTIONS

Provides administrative support for assigned academic unit.

• Provides office management, project management and administrative support for the Director of the School of Social Work, including accurate preparation and maintenance of highly confidential and/or complex documents, reports/records and engages in critical thinking and proactive problem solving with SSW Director.
• Manages and maintains SSW SharePoint site, including faculty/staff document archive (CV, MOU, etc.) for SSW. Transcribes, manages, and archives SSW meeting minutes, as requested.
• Manages program inquiry correspondence. Supports the major/program application process for students as needed/requested.
• Assist with assigned academic administration tasks, requests adjunct/overload faculty contracts, and compiles reports for SSW unit.
• Manages faculty/staff interview schedules, appointments, meals, and room/flight/hotel reservations.
• Manages new faculty/staff onboarding schedules and processes; facilitates administrative aspects of onboarding and training for new faculty and staff.
• Provides support/backup for the Nursing Coordinator II.

Support for the DSW Program:

• Serve as primary contact for data inquiries related to class projections, accreditation survey and various ad hoc reporting requests. Coordinates with DSW Director and recruitment and admissions team to capture admissions demographics and class projections.
• Field pre- and post­-admission questions from incoming students, manage. Manage communications and relationships with applicants, incoming students, and prospective students during admissions period in collaboration with recruitment and the faculty admissions committee.
• Data collection and tracking. Maintain Excel tracking document to capture admissions applications, enrollment, retention, and diversity data. Maintain records on active students and alumni.
• Work with Graduate Admissions and university systems (Salesforce, Cognos Programs, Banner) to gather reports.
• Support DSW Program Director with course scheduling such as entering information into the Banner program for course registration readiness.
• Attend DSW program committee meetings.

Manages front desk operations, coordinates with facilities, budget, and compliance activities and needs to adhere to college and university policies and systems.

• Serves as the first point of contact for the Morrison Family College of Health in the Summit Classroom Building (SCB). Ensures a welcoming environment and appropriate redirection for all visitors and inquiries.  Provides excellent first-contact service and support to students, faculty/staff, and community. Maintains SCB faculty/staff directory and conference room schedules.
• Order supplies and materials, process invoices and payments within the budgeted guidelines. Assist in supporting the annual budget process and financial compliance and routine reporting activities such as Wells One, in alignment with the polices of the college and university.
• Coordinates repairs of SCB office equipment, computers, and copiers/printers. Stocks all aspects of kitchen, community room, mailroom, and storage rooms as needed.
• Serves as the liaison between Physical Plant and SCB faculty and staff; assists with facilities problem solving for SCB, including maintenance, heating/cooling, and cleanliness.  Submits SCB work orders to Physical Plant and provides follow-up.
• Provides training for SSW faculty and staff on shared-used office equipment (e.g., copier, printer, etc.) and SSW processes/policies.
• Supervises and manages student workers.

Support for special events and projects

• Acts as a liaison to external offices and internal university offices. Provides triage and prioritizations for requests from faculty and staff.
• Arranges and coordinates details for SSW meetings, conferences, and special events.
• Supports the coordination of course-related special events (e.g., guest speakers, field trips, etc.) for faculty and staff as needed/requested.
• Supports community building activities to help support a strong, positive, and inclusive work culture.
• Support planning and logistics of DSW 4-day new student orientation in August.

Other Duties:   

With the guidance of the Administrative Manager, works with administrative professionals in other academic units, Dean’s office, and across the university on administrative integration and efficiencies to improve MFCOH operations. Examples include supporting MFCOH committees, assisting with major event coordination and oversight, and using technology (such as SharePoint) innovatively to improve collaboration and efficiency. 

Minimum Qualifications

• High school diploma or the equivalent
• Three years of administrative support experience, preferably in higher education
• Experience with Microsoft Office 365 including SharePoint and Teams 

Preferred Qualifications

• Bachelor’s degree in a relevant field 

HOW TO APPLY

All interested candidates must apply online at https://www.stthomas.edu/jobs/. Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening.

Official job posting is available at www.stthomas.edu/jobs.