Program Coordinator

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

POSITION SUMMARY

This position provides office management and administrative support to the Center for Academic Success and Achievement (CASA). The program coordinator will work with many campus constituencies and must complete tasks and procedures under stringent confidentiality requirements.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Office Management and Supervision:

● Manage CASA front desk/reception area; provide excellent customer service at all times; be immediately responsive to student traffic, help to solve problems, answer questions, etc.

● Recruit, interview, hire, supervise and train student office assistants in their assigned duties – reception, correspondence, appointment scheduling, filing, and other clerical duties as needed; assist them in prioritizing their work.

● Schedule front desk coverage of work-study students on a semester basis as well as a daily basis, if needed; ensure that the front desk is staffed during all open hours.

● Process checks requests; monitor and order supplies (office, paper, computer, letterhead and envelopes, etc.). Approve student worker time cards (front desk workers and tutors).

● Organize and monitor new student registration packets: run weekly deposit lists, reconcile discrepancies in lists, organize mailings, including special inserts (non-traditional aged students, scholarship recipients, etc.), track receipt and processing of registration forms; work with other campus offices as necessary.

● Process all Student Progress Committee correspondence for students suspended or placed on probation.

● Coordinate the compilation of Hamline Planner binders.

● Process all withdrawals and leaves of absence for students; supply information to enrollment management and other relevant campus offices.

● Process all change of advisor forms.

General:

● Provide excellent customer service and create a welcoming environment in CASA.

● Manage Google calendar for CASA.

● Use Word and Excel to prepare mail merges and other correspondence.

● Maintain files on all degree-seeking students.

● Develop staff meeting agenda each week and record meeting minutes.

● Assist CASA staff as needed.

Assist Academic Success unit:

● Manage appointment calendar for CASA staff.

● Manage office supply ordering.

Additional Responsibilities

● Be familiar and comply with the Family Educational Rights and Privacy Act (FERPA) and exercise best practices with regard to the maintenance of confidential student information.

● All other duties as requested.

REPORTING RELATIONSHIPS

This position reports to the: Director of Student Success & Career Integration

This position does not supervise other employees.

This position supervises 3-5 student workers.

BUDGET MANAGEMENT RESPONSIBILITIES

This position is responsible for the following budget: Not Applicable

Budget Range: This position is not responsible for the management of a budget.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

● Strong computer skills (advanced Word & Excel, including complex mail merges).

● Excellent keyboarding skills (50-65 words per minute).

● Excellent student service and public relations skills and the ability to work with a variety of people.

● Excellent written communication skills, including excellent grammar and proofreading abilities.

● Supportive of the mission of a liberal arts institution.

● Previous supervisory experience.

● Ability to multi-task in a fast-paced environment and to prioritize work.

● Must be able to perform well under pressure, within specific and limited time and resource constraints.

● Excellent organizational skills.

● Ability to work independently.

● Ability to structure workload and prioritize work for student employees.

MINIMUM EDUCATION/EXPERIENCE/EXPECTATIONS

● Bachelor’s Degree from an accredited college or university.

● Two (2) years professional experience in a clerical position.

● Two (2) years professional experience utilizing Microsoft office, including Word, Excel, and complex mail merges.

PREFERRED EDUCATION/EXPERIENCE/EXPECTATIONS

● Two (2) years professional experience within a higher educational institution working with confidential student information.

WORKING CONDITIONS / EQUIPMENT

● Must be able to work on a computer for extended periods of time.

● Ability to lift at least 25 lbs on an occasional basis with or without a reasonable accommodation .

ADDITIONAL INFORMATION

● This is a full time, non-exempt, .75 FTE position that requires 30 hours a week, 12 months a year.

Compensation and Benefits:

Pay Range: $20.82 per hour

Full-Time Benefits:

We offer a comprehensive benefits package which may include:

• Medical, dental, and vision insurance

• Life insurance

• Short- and Long-Term Disability

• Critical Illness and Hospital Indemnity

• 403(b)

• 403(b) matching

• Paid Time off, including vacation time, paid holidays and safe and sick leave time off

• Employee assistance program

• Flexible spending account (FSA)

• Health savings account (HSA)

• Tuition waiver

All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application .