University of St. Thomas

Coordinator III, School of Law

3 days left

Minneapolis, MN
Oct 17, 2019
Nov 16, 2019
University of St. Thomas
Job Type
Employment Status
Full Time

Coordinator III, School of Law
Posted Date 1 month ago(10/14/2019 9:16 AM)
Number of Openings 1
Closing Date Open until Filled
Type of Search Staff
Who May Apply This position is open to all qualified applicants.
Position Number 400598
Department/Unit School of Law
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 a Coordinator III opportunity within the School of Law, located on the Minneapolis campus.

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 Coordinator III will provide complex administrative assistant support to Law School Dean, Associate Dean of Academic Affairs, law school faculty (full time and adjunct), and staff. Work effectively with Deans, faculty, and staff on confidential administrative assistant functions. Interact with faculty, staff, and students in the School of Law, as well as the entire St. Thomas community, Law School Board of Governors, and the public. Needs to comply with professional ethical standards, particularly confidential information. Demonstrates independent decision making and high level of initiative. Works effectively with limited supervision. Proactively supports department goals and objectives.

We anticipate this position's start date to be the end of January 2020. Possible phone interview and on-campus interview would occur in December. A member of the Talent Acquisition team will contact you closer to that time if the committee is interested in next steps.


Overall administrative support for the office for Dean and Associate Dean for Academic Affairs, and Director of Finance and Operations

  • Provide administrative support for all the activities of the dean's suite, such as
    • Coordinate calendars, schedules, events and travel
    • Maintain an organizational system for work product, data, files and documents
    • Assist with all administrative tasks including emails, photocopies, scanning, reimbursement and other requests from community stakeholders
    • Draft professional correspondence and other communications
    • Maintain the office suite in a professional manner, order supplies, and keep a professional presentation of the office
    • Attend faculty meeting and produce well-written minutes for each meeting
    • Other administrative duties as needed

Serve as a professional, service-minded point of contact for internal and external stakeholders

  • Coordinate and provide leadership for the adjunct faculty on-boarding process
  • Coordinate the adjunct faculty contract process
  • Service and support stakeholder needs for the learning management system (Canvas) and other technology tools for faculty
  • Support dean and associate dean activities with the Board of Governors with tact, high-level diplomacy and a personal touch
  • Coordinate the teaching evaluation process each semester in collaboration with the associate dean for academic affairs

Assist with financial administrative and facilities management tasks

  • Assist with Accounts Payable procedural tasks
  • Coordinate check requests, payments, and reconciliations
  • Assist as liaison to Facilities Management in reporting facility issues.
  • Assist with other miscellaneous financial administrative tasks and projects, as needed

Program management and leadership for the student public service requirement

  • In collaboration with the associate dean, communicate to all law students the requirements of and process associated with the public service requirement
  • Draft and maintain the materials and communications related to the public service program
  • Serve as the point person for the web-based public service database logging system
  • Review all student submissions to be sure the activities meet the requirements and standards of the program
  • Contact students regarding issue related to public service requirement and work with them so they can successfully complete the program
  • Maintain responsibility for all reminder emails, mid-year checks with all students, obtaining all required paperwork and submissions from students during the year to certify completion of the program
  • Certify completion of the program and send the certifications to the associate dean

Coordinate Off Campus Federal Work Study Program

  • Coordinate completion of Off-Campus non-profit agency contract
  • Notify employers of student award and track cumulative student hours worked.
  • Collect and maintain documentation and process check requests to Off-Campus employers.
  • Work collaboratively with Associate Director of Graduate Financial Aid Office to ensure program compliance

Law School Communications

  • Working in collaboration with the Senior Marketing Program Manager, draft and disseminate The Docket, a weekly e-newsletter to the law school community that provides information about all activities taking place at the law school during the academic year
  • Maintain and distribute an internal directory of all faculty and staff
  • Assist with other miscellaneous communication projects, as needed

Law School Development Support

  • Assist the dean and associate dean with the thank you process for donors and others contributor to the law school mission and community, and work with University Development and Alumni Relations (UDAR) staff on the appropriate database filing for communications sent to donors
  • Work with UDAR to update contact information and school of law rosters, including board members, adjuncts, alumni volunteers, and others
  • Create contact reports in the development system for the dean and associate dean related to all donor contact and activities
  • In collaboration with admissions and development, assist with the scholarship process
  • In collaboration with UDAR, provide the dean with development reports


Minimum Qualifications

  • High School diploma or the equivalent
  • Four years of administrative support experience

Preferred Qualifications

  • Bachelor's Degree
  • Administrative support experience in Higher Education


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.

We anticipate this position's start date to be the end of January 2020. Possible phone interview and on-campus interview would occur in December. A member of the Talent Acquisition team will contact you closer to that time if the committee is interested in next steps.

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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