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Administrative Coordinator

St. Edward's University
Austin, TX, USA

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Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

  • Art
  • Austin, TX, USA
  • Full Time
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    Administrative Coordinator

    School of Arts and Humanities Dean's Office

    St. Edward's University invites applicants to apply for the Administrative Coordinator position. The Administrative Coordinator will provide complex clerical and administrative support to the School Dean, Associate Deans, and Department Chairs in the School of Arts and Humanities. The position requires excellent organizational and administrative skills. The ideal candidate will be a self-starter who is detail-oriented and works efficiently.

    Essential Responsibilities and Duties:

    • Screen Dean's Office phone calls and act as a liaison between the Dean and faculty, staff, students, parents, advisory board, visitors, vendors, and other University and community contacts.
    • Prepare contingent faculty hiring paperwork, supplemental payment forms, process payroll for faculty overloads, and generate teaching contracts for contingent faculty.
    • Prepare and submit Concur and Banner reports as necessary; serve as the resource person when faculty have questions about Concur.
    • Submit new vendor paperwork to Accounts Payable and submit honorarium/direct invoice payment requests in a timely manner as needed.
    • Work collaboratively with the Assistant to the Dean on budgets in general, with special attention to the professional development budgets of individual faculty.
    • Lead the recruiting, training, and supervision of student employees in the Dean's office; process student payroll forms and approve student timesheets as needed, oversee the Smartsheet and Argos hiring systems and provide faculty support with the student hiring process as needed.
    • Serve as liaison between Registrar staff and Arts & Humanities during semester schedule building process, including soliciting and compiling master Smartsheet schedule data and submitting individual schedule change requests via the Smartsheet form platform.
    • Work with the Director of Institutional Assessment to ensure that the School's data is stored appropriately on an annual basis; serve on the School's assessment committee.
    • Work with Institutional Effectiveness and Planning regarding course evaluation and faculty grade distribution data; download, organize, compile, and distribute this data for use in faculty annual evaluations.
    • Manage scheduling/calendar requests on behalf of the Dean and other Dean's Office Staff, as needed.
    • Manage School's master event schedule.
    • Organize and participate in meetings (regular and ad-hoc) as needed, including building and distributing meeting agendas and meeting minutes.
    • Successfully lead the planning and/or execution of various Arts & Humanities events.

    For consideration, a Bachelor's degree is preferred with one year of administrative experience or an equivalent combination of college coursework and directly related experience. Expertise in the use of Banner preferred. Data entry/retrieval, spreadsheet, and database experience required. Ability to learn other programs, including Banner database software, as necessary.

    Excellent written/verbal communication and organizational skills are required. Ability to interact confidentially and professionally with students, parents, faculty, staff, and the general public. Ability to work under heavy pressure at times and efficiently manage multiple priorities. Ability to work collaboratively and cooperatively with personnel from other departments

    Experience with Microsoft Word and Excel required. Ability to learn other programs, including Banner database software, as necessary. Supervisory experience preferred.

    Ability to comply with workplace guidelines and attendance requirements. Successful completion of an employment and/or criminal history background check required.

    For detailed information, please scroll to the bottom of the page to download the job description.

    The University offers an excellent TOTAL REWARDS package!

    United Healthcare Medical & Rx Coverage (HSA & FSA Available)

    Sun Life Financial Dental Plan

    Sun Life Financial Vision Plan

    Short Term Disability (STD) Insurance

    Long Term Disability (LTD) Insurance

    Life & Accidental Death & Dismemberment (AD&D) Insurance

    Employee Assistance Program (EAP)

    Pet Insurance

    Annual Leave & Paid Sick Leave

    Retirement Plan (TIAA) Employee 5%/Employer Match 7%

    Tuition Benefits

    Paid Holidays

    Services & Discounts


    Interested applicants should submit an online application at; For full consideration, please submit all application materials:

    1. A current resume or CV;
    2. A cover letter addressing the candidate's interest in and qualifications for the position;
    3. A statement on the candidate's ideas, contributions, and goals for advancing Diversity, Equity, and Inclusion while serving in this position; and
    4. The contact information for three professional references


    St. Edward's University, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.


    Founded in 1885 by the Congregation of Holy Cross, St. Edward's University is a private, Catholic liberal arts institution of more than 4,000 diverse students located in Austin, Texas. St. Edward's emphasizes critical thinking and ethical practices, as well as small classes, personalized learning, and exciting internship opportunities. The community atmosphere extends to the approximately 800 faculty and staff who work together to make the university a welcoming yet challenging environment for students. An overview of St. Edward's University employee benefits is available at;



    We are not offering sponsorship at this time.

    Background Checks:

    A criminal history background check is required for finalist(s) under consideration for this position.

    Reference #:J2020132



    Full Job Description St Edwards University


    St. Edward’s University: One of America’s Best Colleges

    St. Edward’s is a dynamic, nationally ranked, Catholic university where teaching, learning, leadership and service come together to contribute to a better world. For more than a decade, we’ve been named one of “America’s Best Colleges” by U.S. News & World Report. Located in the thriving city of Austin, Texas, with partner universities in 16 countries, our impact extends across the globe.

    An Education for Today and a Lifetime

    St. Edward’s offers an extraordinary educational environment that challenges, inspires and empowers students to make a difference in their world. Our academic community is dedicated to providing undergraduate, graduate and adult-learner degree programs that meet the demands of our times, preparing students to lead and succeed in a rapidly changing world.

    Founded in 1885 by the Congregation of Holy Cross, our liberal arts education emphasizes critical thinking, ethical reasoning and multicultural understanding. Students enjoy the advantages of small classes and personal attention coupled with innovative facilities and advanced technology. And they benefit from valuable real-world experience through research, internships, service and study abroad. Through the abundant learning opportunities a St. Edward’s education provides, our students gain the knowledge and skills they need to pursue fulfilling careers and purposeful lives.

    Quick Facts About St. Edward’s

    • 13:1 Student-faculty Ratio
    • 18 Average class size
    • 50+ Undergraduate areas of study
    • 7 Graduate degree programs
    • 10 Adult undergraduate programs
    • 4,620 Students enrolled
    • 4,023 Undergraduate students
    • 54 Countries represented

    See more facts and figures.     

    Our Achievements Draw National Recognition

    A commitment to students, faculty and a stellar academic environment that’s second to none has placed St. Edward’s in the national spotlight

    • Since 2003, St. Edward’s has consistently been recognized in the top 25 of U.S. News & World Report’s annual ranking of “America’s Best Colleges.” Currently, we’re 13th among universities in the Western Region.
    • Forbes, Princeton Review and Washington Monthly include St. Edward’s on their lists of the best universities in the country.

    • We’ve recently been ranked one of the top 10 “Best Colleges in Texas” by two highly respected college assessment groups: College Factual (2015) and Niche (2016). 

    • St. Edward’s has been named the nation’s top producer of U.S. Fulbright Students among master’s-granting institutions in 2015–2016. For the last six years, St. Edward’s has been recognized as a top producer of Fulbright Students, with a record 13 finalists and 10 winners in 2015. Since 2004, our students have won 37 Fulbright grants.

    Strategic Planning Guides Our Success

    From 1999 to 2015, St. Edward’s increased overall enrollment by 25%. And our donors contributed more than $152 million during that time. This record generosity helped grow our endowment to more than $95 million and provided important funding for new buildings and capital improvements. See how we’re continuing the momentum of that success in the years ahead. Read about our strategic priorities for 2018.

    Learn more about St. Edward’s.

    We welcome your application. Apply now!

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