Program Manager

The University of St. Thomas invites qualified candidates to apply for a Program Manager position within the Office of Academic Affairs.

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.

JOIN OUR COMMUNITY

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

• Tuition Remission for employees, spouses, and dependents
• Generous Retirement Contributions to support your future
• Comprehensive Health Coverage including medical, dental, and vision
• Fully Paid Insurance: disability, life, and AD&D
• Paid Parental Leave to support growing families

Salary Range: $52, 920 to $59,000

The University of St. Thomas has provided a salary range that represents its good faith estimate of what the University may pay for the position at the time of posting. The specific salary offered will be determined based on factors such as the qualifications of the selected candidate, departmental budget, internal salary equity considerations, and available market information.

JOB SUMMARY

Works with the Associate Vice Provost for Undergraduate Student Achievement in the Office of Academic Affairs, provides administrative assistance to programs that report to the AVP-USA (including the director of the Aquinas Scholars Honors Program and the director of Faculty Advising), provides general administrative oversight to the committees that are chaired or convened by the Faculty Director for Academic Policy and Curriculum (including the Undergraduate Curriculum Committee and the Committee on Studies), manages the undergraduate curriculum process and manages responsibilities of the AVP-USA for Latin honors and Dean’s list. Provides oversight and checks for compliance for Tutor Training and provides support for Tutor Supervisors. Provides coordination for the Office of Academic Affairs staff and hires, trains, and supervises 1-2 undergraduate student workers and 1-2 graduate student workers. Tasks include preparation of reports, preparing agendas and meeting minutes, managing Latin Honors, Dean’s List, and rosters for Aquinas Scholars, maintaining tracking logs, monitoring and administering budgets, etc.

ESSENTIAL FUNCTIONS

Assist in the management of the Undergraduate Curriculum Committee and Committee on Studies

• Follow through with questions and issues from administrators, faculty and students.
• Prepare Undergraduate Curriculum Committee meeting agendas and minutes. Post and track curriculum approval processes including consent notices. Maintain tracking logs for both committees.
• Manage the university’s platform for curriculum approval. Maintain and provide faculty training on the platform. Troubleshoot questions and issues from administrators and faculty.
• Establish effective communication channels and act as liaison between the university and the platform vendor.
• Prepare and compose complex documents of a highly confidential nature, e.g., letters from the Committee on Studies regarding decisions on a student’s academic dismissal, decisions regarding policy waivers, etc.

Provide support to the Director of the Aquinas Scholars program and the Director of Faculty Advising

• Consult with the directors regarding policies and program needs.
• Track incoming Aquinas Scholars freshmen applications, data entry, decision letters, and student contracts.
• Establish and administrate effective communication channels between the Aquinas Scholars program and other university offices (e.g., Admissions, Residence Life).
• Process communication plan for the program including letters of invitation to deferred students to re-apply, January and June notification to students that have been placed on probation or dismissed from the program, invitations to events, etc.
• Schedule Aquinas Scholars seminars in Banner, prepare contracts for adjunct faculty, assemble schedule of honors seminars and sections for posting, assist department admins in scheduling honors sections as needed.
• Assist the student board in arranging various events, one off-campus retreat per year.
• Coordinate the honors convocation in May.
• Collect, compile, and organize data to prepare reports for director of Aquinas Scholars, as needed.
• Maintain the Aquinas Scholars web site.
• Monitor AQU index. Submit budget transfers via Banner Finance throughout the fiscal year.
• Provide logistical for faculty advising workshops, coordinate room assignments for first-year group advising sessions.

Manage Latin Honors and Dean’s List, Delta

• Establishing the Dean’s list each semester and communicating with all students graduating with Latin honors.
• Establish a communication plan for notifying students about Latin honors and the Summa Exam process.
• Provide support for Summa exam applicants and committee chairs.
• Collect, compile, and organize data for report generation, e.g., Dean’s Lists, Latin Honors.
• Proof commencement programs for Latin Honors, consult with administrative officials regarding policies (e.g., Latin Honors distribution for commencement).
• Coordinate the distribution of Latin Honors regalia for commencement during GRAD Fest, assist the Office of Mission with the distribution of honors cords for students that are members of Delta Epsilon Sigma (DES), and establish effective communication channels with external vendors for design and purchase of Latin Honors regalia.

Assist in managing the programs under the AVP for Undergraduate Student Achievement as needed

• Collection and organization of data, preparation of Excel spreadsheets, prepare Excel charts and graphs as requested.
• Download information from Banner.
• Assist in studies and analyses of procedures and systems.
• Prepare large mail merge documentation for mailings to faculty.
• Submit budget transfers via Banner Finance throughout the fiscal year.
• Process payments for faculty for Orientation & Registration advising.
• Monitor the Tutor Training hub and Tutor Supervisor hub. Ensure that all tutors have met minimum requirements to be tutors, provide support to tutor supervisors.

Office coordinator and student intern supervisor

• Coordinate Paid-Leave-Time, coverage, and work-assistance requests across the Academic Affairs staff.
• Work with HR to post student intern positions, train, assign tasks to and monitor student interns, schedule student intern meetings.
• Conduct annual performance evaluations for students.
• Responsible for shared office equipment and supplies.

Miscellaneous

• Respond to requests from administrators in the Office of Academic Affairs.
• Train and assist the other administrative assistants as needed.
• Assist with regularly scheduled Academic Affairs events—convocation, engaging the profession, etc.

Projects as assigned.

Minimum Qualifications

• Bachelor’s degree
• Three years of program management experience.

An equivalent combination of education and experience from which comparable knowledge and skills have been acquired may be substituted.

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.