Academic Scheduling & Faculty Contracts Manager

The University of St. Thomas invites qualified candidates to apply for a Academic Scheduling & Faculty Contracts Manager (Program Manager I) position within the School of Engineering.

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: $53,000 to $56,000

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

The Academic Scheduling & Faculty Contracts Manager to the Dean’s Office is responsible for comprehensive management of academic scheduling, faculty administration, front office operations, student employee supervision, and undergraduate recruiting. Key responsibilities include developing process efficiencies, leveraging Student Information Systems (e.g. Ellucian Banner) and Customer Relationship Management platforms (e.g. Salesforce) including new systems and platforms to develop and maintain the master course schedule, optimizing classroom use, resolving conflicts, ensuring system accuracy and policy compliance. Additional management is required for generating faculty contracts, managing adjunct onboarding, maintaining faculty-related resources, and supporting accreditation and assessment initiatives. The position oversees daily office functions, manages communication, logistics, assists with event planning, and supervises student workers through hiring, training, and performance evaluation. The role further involves coordinating prospective student tours, supporting orientation activities, and responsibility for Dean’s office administrative tasks as needed.

ESSENTIAL FUNCTIONS

Manage the development, initial entry, and ongoing maintenance of the Engineering undergrad and graduate academic schedules.

Collaborate with the program directors, department chairs, and associate dean to assemble course schedules to effectively serve program needs and forecasted student demand, while meeting faculty utilization and productivity goals. Assists the program directors and department chairs in monitoring student demand in all Engineering programs and suggests schedule revisions when appropriate.  Responsible for the entry and accuracy of all course section information, part of term calendar details and room scheduling to publish the Engineering academic course schedule in all required university enterprise systems by established deadlines. Maintains, adjusts and updates schedule as required during the academic year. Maintain faculty teaching load and course release records for all full-time Engineering faculty and 12-month adjuncts in collaboration with the associate dean. 

Faculty Contracts and Administration

Oversee the engineering faculty contracts process including coordination with academic affairs. Oversee the overload process for approximately 40 full-time faculty and contract administration for approximately 60 adjunct faculty. Manage the engineering adjunct onboarding process from initial communication through day one of employment. This includes monitoring human resources onboarding status, ensuring adjuncts have access to all required tools and systems to teach.  Develop, manage and maintain the Canvas course for adjunct and full-time faculty including course construction requirements, book requests, evaluation processes, reference materials and assessment materials.

Serve as the primary Engineering liaison with the Student Data and Registrar’s office, Office of Academic Scheduling, and other University central service teams.  

Coordinate with relevant academic program leadership to ensure timely implementation of approved curricular updates into degree evaluations and other informal information resources (public webpages, OneStThomas resource pages, etc.) to ensure currency, accuracy, and consistency of curricular information and degree requirements. Manage all classroom scheduling needs and processes with university facilities/scheduling office for efficient and equitable space utilization. Work with centralized office (registrar, business office and financial aid) to maintain accurate academic calendars including refund schedules, drop dates, and part-of-term.  

Manage Office Operations

Manage daily engineering office operations to ensure a productive and efficient work environment. Duties include:

• Recruitment & Hiring: Manage the full hiring process for main office student workers, including posting jobs, reviewing applications, interviewing, and onboarding.
• Training & Mentoring: Train students on office software (Microsoft Office, Google Drive, Salesforce/Banner), front desk protocols, and customer service standards. Performance Management: Set expectations, review timesheets, and provide feedback or performance coaching to student assistants.
• Create, manage, and monitor shift schedules for front-desk student employees to ensure continuous coverage. Train student employees to support engineering in the following responsibilities:
  • Reception & Communication: Greet guests, answer main phone lines, respond to general departmental emails, and direct inquiries to appropriate faculty/staff.
  • Logistics & Supplies: Maintain office equipment (copiers, printers, plotters) and inventory of office supplies and manage incoming/outgoing mail
  • Process building/room access and key requests; including student card access each semester.
• Event Support: Using university enterprise systems (i.e. Salesforce), assist with logistical planning, list management and automated communication for departmental meetings, faculty/staff meetings, and industry advisory board meetings.

Undergraduate Recruiting

Manage the prospective student process to include coordination with Admissions for prospective student tours and collaborate on metrics (employing SIS and CRM platforms). Manage approximately 400 prospective student visits with 40 faculty. Prepare informational materials and construct follow-up communications with prospective students and answer student questions.

Special projects and other duties as required

In collaboration with the associate dean, manage scholarship awards and communications (employing SIS and CRM platforms). Collect and analyze data required for decision making and accreditation. In collaboration with the Associate Dean, assist in university-wide assessment initiatives and preparation of annual departmental and school reports.

Minimum Qualifications

• Bachelor’s degree in a relevant field
• Three years of administrative program support with project management and technology experience, preferably in Higher Education
• Demonstrated proficiency with Student Information Systems (e.g. Ellucian Banner), Customer Relationship Management platforms (e.g. Salesforce), Canvas, SharePoint/Teams, 25Live, internal purchasing software systems, and Microsoft 365 applications, including Outlook, Word, Excel, and Teams
• Ability to create, manage, and analyze spreadsheets
• Demonstrated experience in hiring, training, and mentoring student staff or part-time employees

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.