University of St. Thomas

Program Coordinator II, School of Engineering

Expiring today

Minneapolis, MN
Aug 23, 2019
Sep 22, 2019
r400160, 300268
University of St. Thomas
Job Type
Employment Status
Full Time

Program Coordinator II, School of Engineering
Posted Date 1 month ago(8/20/2019 10:48 AM)
Number of Openings 2
Closing Date Open until Filled
Type of Search Staff
Who May Apply This position is open to all qualified applicants.
Position Number 400160, 300268
St Paul
Department/Unit School of Engineering
FLSA Status Non-Exempt/Hourly
Employment Type Full-Time Staff
Assigned Months per Year 12
Benefits Eligible Yes


The University of St. Thomas invites qualified candidates to apply for one of two Program Coordinator II positions within the School of Engineering.

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. We welcome applicants of diverse races, ethnicities, geographic origins, gender identities, ages, socioeconomic backgrounds, sexual orientations, religions, work experience, physical and intellectual abilities, and financial means. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. This commitment is consistent with our mission to inspire our students, using the Catholic intellectual tradition, to think critically, work skillfully, and act wisely – all for the common good. A successful candidate will possess a commitment to the ideals of this mission.


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

  • Up to 100% tuition remission for employees, spouses, and dependents 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


The Program Coordinator II will assist the Associate Dean for the Graduate Programs of the School of Engineering and 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 prospective student communication, Graduate Programs in Software (GPS) and Graduate Engineering faculty services, student services, front desk support and general office management. Serves as main point of contact for Graduate Student Services – Engineering and Software departments.


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 Student Services team member
  • Provide timely communication between graduate faculty, staff and students through in-person, e-mail and phone contact

Prospective Student Communication

  • Respond to and follow up on all inquiries from prospective students requesting information, application materials and individual consultations, through phone, email, Salesforce EnrollmentRx and in person
  • Assemble and mail application information folders to all prospective student inquiries
  • Schedule individual consultation appointments with the Associate Dean

Graduate Engineering and Software Departmental Coordination

  • Coordinate department events, such as new student orientation, user group meetings and faculty meetings (reserve rooms and order catering, etc.)
  • Coordinate the Graduate Software Faculty and Staff Annual Business Meeting
  • Assist with assembling materials for department meetings and events and recruitment events

Graduate Engineering and Software Faculty Services

  • Proctor makeup midterm and final exams for students.
  • Create and distribute mid-semester course evaluations. Serve as IDEA evaluation coordinator for department.
  • Onboard new adjunct faculty
  • Request and manage adjunct faculty contracts each term
  • Solicit book orders and syllabi from faculty each term. Manage syllabi storage and backup
  • Coordinate faculty curriculum meetings
  • Update and distribute Faculty Handbooks
  • Other duties as assigned by Associate Dean

Graduate Engineering and Software Student Services

  • Demonstrate customer service in a friendly, helpful and professional manner
  • Distribute professional opportunities to current graduate students
  • Send emails to current graduate students with department or school-wide announcements
  • Answer questions from current graduate students or reroute students to the appropriate graduate student services team member

General Office/Clerical

  • Collect and maintain student, department and faculty information
  • Distribute mail
  • Initiate repairs, parking permits, catering orders, etc.
  • Make copies, fax documents and replenish copier/printer supplies as needed
  • Maintain office supplies, letterhead, envelopes, marketing materials
  • Pay subscriptions and membership fees
  • Assist with hiring, supervising and developing student worker(s)


Minimum Qualifications

  • High School education or the equivalent
  • Three years of clerical/administrative support experience
  • Strong "people" skills to successfully interact with the public and persons from different backgrounds and cultures. Ability to maintain confidentiality. Must be comfortable and considerate 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.

Preferred Qualifications

  • Administrative experience in higher education
  • Bachelor's degree
  • Proficiency in Microsoft Office suite
  • Knowledge of business letter writing techniques to include accurate spelling, grammar, and punctuation


On the University of St. Thomas Jobs page, follow the instructions to complete an online application which includes uploading a resume and copy/pasting a job specific cover letter.

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.

The University of St. Thomas, Minnesota Human Resources Department advertises the official job listing on its website at

The University of St. Thomas is an Equal Opportunity Employer


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