University of St. Thomas

Temporary Program Coordinator II

St. Paul
Jan 20, 2017
Apr 04, 2017
Job Type
Employment Status
Full Time

The University of St. Thomas invites qualified candidates to apply for a Temporary Program Coordinator II position within the School of Engineering. 

The purpose of this position is to assist the Associate Dean for the Graduate Programs of the School of Engineering, and Graduate Programs in Software faculty and staff in accomplishing university and departmental goals and to perform daily multi-faceted office functions in a fast-paced environment. This person is responsible for public relations, assisting in recruitment and prospective student communication, admissions processing and applicant management, GPS faculty and student services, front desk support and general office management. Serves as main point of contact for Graduate Student Services – Engineering and Software departments.

1. Public relations:   

  • First point of contact for Graduate Engineering and Graduate Software departments through telephone, email, mail, and walk-in inquiries.
  • Screen phone calls and correspondence to handle independently or delegate to the correct Graduate Engineering or Graduate Software team member.
  • Provide timely communication between Graduate Software faculty, staff, and students through person-to-person, e-mail, and phone contact.

2. Recruitment and Prospective Student Communication: 

  • Respond to and follow-up on all e-mail requests from prospective students requesting information, application materials, and individual consultation requests.
  • Assemble and mail application information folders to all prospective student inquiries.
  • Maintain recruitment information in SCT Banner (and/or Salesforce (pending))
  • Stock GPS marketing materials throughout the UST St. Paul and Minneapolis campuses.
  • Represent Graduate Programs in Software at recruitment events (information sessions, community events and conferences) as needed.
  • Follow up with recruits with e-mail and/or phone communications.

3. Graduate Software Admissions and Applicant Management:

  • Answer all applicant inquiries regarding application status, needed items, program requirements, etc.
  • Compile all GPS application documents and organize each file for admission’s review for the Assistant Director.
  • Update GAM/Enrollment Rx Admin screen – term deadlines, waiver codes, friendly text, etc.
  • Run Cognos report and notify applicant if additional items are needed (such as missing transcripts, etc.)
  • Match up miscellaneous emailed documents to appropriate admissions folder and Optix.
  • Scan applicant documents into Optix.

4. Graduate Software Faculty and Student Services:

  • Demonstrate customer service in a friendly, helpful, and professional manner.
  • Copy course materials, maintain classroom supplies, and order desk copies from publishers.
  • Proctor makeup midterm and final exams for students.
  • Distribute and collect mid-semester and end-of-semester course evaluations.
  • Create course schedule documents and communicate classroom changes.
  • Create and manage adjunct faculty contracts each term.
  • Solicit book orders and syllabi from faculty each term. Store syllabi in department Sharepoint account.
  • Coordinate faculty curriculum meetings and take meeting minutes.
  • Update and distribute Faculty Handbook in spring and fall semesters.
  • Coordinate the Graduate Software Faculty and Staff Annual Business Mtg (dinner and speaker event)
  • Coordinate user group meetings, brown bag seminars, information sessions, etc (reserve rooms and order catering, etc.)
  • Assist Associate Dean with organizing his calendar and appointment setting.

5. General Office/Clerical:

  • Collect and maintain student, department, and faculty information through electronic and paper-based filing.
  • Open and distribute mail twice a day.
  • Order office supplies and use the online Request for Services to initiate repairs, parking permits, catering orders, etc.
  • Make copies, fax documents, and replenish copier/printer supplies as needed.
  • Order office supplies, letterhead, envelopes, marketing materials (keep office well stocked)
  • Pay subscriptions and membership fees.
  • Assist with supervising and developing student worker/intern

This is a temporary position and is not benefits eligible.

This position is expected to last up to one year, depending on the business needs of the department.  The schedule will generally be Monday through Friday, eight hours a day.


Minimum qualifications: High School education or equivalent and three years of clerical/administrative experience, preferably in Higher Education.

Preferred qualifications: a Bachelor’s degree, and proficiency with the Microsoft Office Suite. 

Knowledge of: University policies and procedures; Familiarity with PC computers preferred. Computer proficiency to include Microsoft Office Suite and other computer applications related to the work; business letter writing techniques to include accurate spelling, grammar, and punctuation;

Skill in: strong “people” skills to successfully interact with the public and persons from different backgrounds and cultures.  Ability to maintain confidentiality.  Accuracy in typing, grammar, punctuation and spelling. Must be comfortable in an open door office environment with multiple co-workers. Ability to work with frequent interruptions. Must be flexible and demonstrate ability to coordinate, delegate and multi-task. Ability to read and explain rules, policies, and procedures; establishing and maintaining effective working relationships with those contacted in the course of work.

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.  The successful candidate will possess a commitment to the ideals of this mission statement.

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

The University of St. Thomas, Minnesota Human Resources Department advertises the official job listing on its website. If you are viewing this posting from a site other than “Jobs at St. Thomas”, the University assumes no responsibility for the accuracy of information.

The University of St. Thomas is an Equal Opportunity Employer

Special Instructions to Candidates:

All interested candidates should apply online through the Jobs at St. Thomas website:  Emailed materials will not be accepted. 

Applicants will be asked to upload a resume to their profile and copy/paste a cover letter into the application.

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