Administrative Coordinator, Academic Affairs

The Administrative Coordinator in Academic Affairs provides administrative and budget support for a variety of operations in Academic Affairs. Using independent initiative and a student-centered approach to balance priorities, this position works in close collaboration with the Associate Dean of Advising, the Assistant Dean for Academic Programs and Advising, the Dean of the Faculty, and the Assistant Provost. The work of Administrative Coordinator in Academic Affairs includes many roles and tasks over the course of the academic year, which also includes supervision of 2 student workers. Flexibility, reliability, good humor, and the ability to multitask are essential, as is the ability to work with a wide range of people and personalities. 

This is an on-site full-time position with a daily schedule of 8:00am-4:30pm Monday through Friday during the academic year. Flexibility to work occasional events outside of business hours will be needed. Possible flexibility for remote work outside of the  academic calendar year. 

About the Collaborators: 

The Academic Programs and Advising Office (staffed by the Assistant Dean for Academic Programs and Advising and the Associate Dean for Advising) works closely with faculty and staff to carry out the academic mission of the college. We support faculty advisors and Macalester’s First-Year Course Program, manage the Academic Standing process, work with students in academic difficulty, facilitate Macalester’s departmentally-based Honors Program, oversee the Phi Beta Kappa Honor Society, and lead student academic travel funding, prizes and awards, and honors.

The Dean of the Faculty leads the faculty and academic departments in personnel and academic  issues and  is responsible for the oversight of matters related to the hiring, development, and evaluation of tenure-track and non-tenure-track faculty; the appointment, development, and support of academic Department Chairs; external reviews of departments; and the curriculum’s alignment with Macalester’s mission. 

The Assistant Provost coordinates the allocation of resources for the academic line of the College including administration of the operating budget, Technology Equipment and Maintenance (TEM) funds, endowed and restricted funds, faculty and staff FTE and salary (including salaries funded by external grants), and office and laboratory space.

• Organizes and maintains department documents and policies. Update websites. Provides oral and written information about programs and policies to our community to ensure transparency and accuracy. 
• Manages budgets and reporting including Faculty Travel and Research (FTR), Faculty start up funds, restricted and endowed funds, student prizes/awards, student travel.
• Provides logistical support for Honors program, commencement, new and transfer student onboarding, academic standing, advisor training, and department external reviews. Organize and coordinate events as needed.
• Works collaboratively with other units on campus such as Student Affairs, ITS, Facilities, Admissions, etc. to best meet the needs of faculty, students, and staff.
• Hires, trains, and supervises work study students.
• General office and front desk support. Serve as back up for Provost’s Executive Assistant as needed.

Required 

• High School Diploma or equivalent required. Associate’s Degree preferred. Bachelor’s degree is desired.
• 1-3 years of Administrative and office experience, preferably in higher education. 
• Demonstrated commitment to working and collaborating with individuals from diverse backgrounds including working effectively across generational differences.

• Strong written and verbal communication skills to build relationships and communicate purpose and rationale of processes with diverse faculty, staff, students, and alumni. 
• Ability to handle demanding personalities with tact, firmness, and professionalism.
• Desire to work collaboratively and at the intersection of many projects and programs.

• Independently organize and prioritize responsibilities to provide support for multiple individuals.
• Confidentiality and attention to detail.
• Event and budget management experience. 
• Office technology skills including Google suite; WordPress for website development; ability to learn and train others to use new platforms; familiarity with social media platforms; prior CRM experience is a plus.

Compensation:

The hourly wage range for this position is $22.85 - $23.89 depending on experience. 

Benefits:

At Macalester, we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 10% employer contributions to the retirement plan. 
• Generous parental leave. 
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options, please visit our Benefits Page.

Satisfactory completion of a criminal background check is a condition of employment.

This position is represented by MAPE. 

Application Guidelines:

For best consideration, please submit your cover letter and resume through the Macalester Employment Opportunities. Review of applications will begin immediately. Priority will be given to candidates who apply by August 10, 2025 however, we will continue to accept applications after this date. The interview process will begin after this date and the role will be posted until filled. Target start date is the end of September.

Jaclyn Howard

Talent Acquisition Manager 

jhoward3@Macalester.edu

Macalester is dedicated to the goal of building a culturally diverse and pluralistic staff committed to working in a multicultural environment and strongly encourages applications from everyone who would add richness to our community, including people of color, individuals with disabilities, women and LGBTQIA+ individuals.

Founded in 1874, Macalester College provides students with the inspiration, insight, and experience to become successful and ethical leaders. Located in flourishing St. Paul, Minnesota, Macalester enrolls over 2,000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism.

At Macalester, we look at our employees through a whole-person, holistic lens. With comprehensive benefits and well-being programs, we provide and enable our community members to grow and care for themselves, their families, and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals.  Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences. 

Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations, races, ethnicities, national origins, genders, religions, abilities, and ages.