Assistant and Program Coordinator for the Dean’s Office

The University of St. Thomas invites qualified candidates to apply for an Assistant and Program Coordinator for the Dean’s Office position within the Opus College of Business.

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

Pay Range: $20.94 to $26.92/hr

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

This role provides high-level support to the Dean while also serving as a program coordination partner to the Dean’s leadership team in advancing initiatives connected to the Opus College of Business strategic plan. The position requires exceptional judgment, discretion, and organizational skill to manage the Dean’s complex schedule and priorities while also supporting senior leaders who are advancing cross-college initiatives.

Approximately 35% of the role focuses on high-level executive support for the Dean. The remaining 65% supports coordination and organization of multiple initiatives and special projects across the College. The individual in this role helps bring structure, organization, and follow-through to leadership initiatives by maintaining timelines, tracking progress, organizing documentation, and supporting communication and reporting. The role works independently within established priorities and provides consistent coordination across multiple stakeholders.

This position interacts regularly with university leadership, faculty, staff, corporate partners, alumni, donors, advisory board members, and external stakeholders, and must maintain the highest level of professionalism and confidentiality. 

ESSENTIAL FUNCTIONS

Executive Support for the Dean

• Manages the Dean’s complex calendar with independent judgment, ensuring alignment with strategic priorities and effective use of time 
• Prepares meeting briefings, agendas, background materials, and follow-up documentation
• Coordinates travel, speaking engagements, board interactions, and high-level external meetings
• Drafts and manages correspondence on behalf of the Dean
• Serves as a primary point of contact for internal and external stakeholders engaging with the Dean
• Ensures strong follow-through on commitments made by or to the Dean

Strategic Initiative & Project Coordination

• Maintains centralized tracking systems for Dean-sponsored strategic initiatives
• Coordinates implementation activities across departments and workstreams
• Tracks deliverables, timelines, and decision points across multiple concurrent initiatives
• Organizes initiative-level documentation and reporting
• Prepares consolidated status updates for the Dean and senior leadership

Leadership Team Program Support

• Provides coordination and planning support to Associate and Assistant Deans leading major initiatives
• Prepares agendas, materials, and documentation for leadership team meetings
• Tracks follow-up actions and commitments emerging from leadership discussions
• Helps coordinate communication between leaders on shared priorities

Program Operations, Budget & Reporting Support

• Manages budget tracking for Dean-sponsored initiatives, including monitoring expenditures and maintaining financial records
• Prepares program-related financial and activity reports as requested
• Assists in preparing program reports and proposals connected to strategic initiatives
• Supports implementation of established policies and procedures related to program operations and administrative processes

Meeting & Event Coordination for Strategic Work

• Coordinates logistics and materials for initiative-related meetings, advisory boards, retreats, and planning sessions
• May attend meetings to capture notes, track action items, and support follow-through

Student Worker & Administrative Support

• Recruits, coordinates, and provides day-to-day guidance to student workers supporting Dean’s Office initiatives
• Supports purchasing, scheduling, and general administrative processes related to Dean-sponsored initiatives
• Performs other duties as needed to ensure smooth operation of the Dean’s suite and program portfolio

Minimum Qualifications

• High School diploma or the equivalent.

• Four or more years of progressively responsible experience in executive support, program coordination, project tracking, or program administration.

• Prior experience supporting senior leaders

Preferred Qualifications

• Bachelor’s degree

• Experience in higher education or similarly complex organizations

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.