Assistant and Program Coordinator for the Dean’s Office

University of St Thomas•Minneapolis, MN

1d•$21 - $27

About The Position

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. 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.

Requirements

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

Nice To Haves

Bachelor’s degree
Experience in higher education or similarly complex organizations

Responsibilities

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
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
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
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
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
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