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Executive Coordinator

St. Thomas University
Florida, United States
Salary Not Specified
Posted Date
Jul 18, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Chief Academic Officers & Vice Presidents, Other Academic Affairs, Executive, Other Executive, Provosts
Employment Level
Employment Type
Full Time
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**This is an on-site position. Remote workers will NOT be considered.**


You will be joining St. Thomas University (STU) at an exciting moment! Under the dynamic leadership of President David A. Armstrong, J.D., STU has had four consecutive years of record enrollment and we’ve set fundraising records too. Our campus footprint is also growing. In the past two years alone, we’ve opened the state-of-the-art Gus Machado College of Business, a new weight room for our student athletes, as well as a turf athletic field, residence hall, and a student center. And, we are going to keep growing…more students, more programs, more facilities!

As we mark our 60th Anniversary, we are setting our sights on the future while also honoring our Cuban heritage and celebrating our Catholic Identity. Come be a part of our diverse community! We are seeking energetic innovators who will help us chart the course for the University’s sixth decade of impact! Let’s work together to attract, serve, and inspire a diverse group of students who will leave STU prepared to be ethical leaders and change agents in our global community.

Located in sunny Miami, Florida, St. Thomas University is a private, non-profit university that offers 39 undergraduate, graduate, and postgraduate degrees at its picturesque 144-acre campus and through distance learning. Its academic offerings include one of the oldest (and most highly ranked) undergraduate programs in Sports Administration in the country. STU has been ranked #1 by U.S. News & World Report in Social Mobility for regional universities in the South, which means it takes students from the lowest financial strata and catapults them to much higher financial strata in only ten years. St. Thomas University is the only Catholic Archdiocesan-sponsored university in Florida, and one of the only eight Archdiocesan universities nationwide.


Report to the Provost of the University and Chief Academic Officer and responsible for the overall management of the Office of the Provost. Serve as the Secretary of the Provost’s Council and the Academic Affairs Committee of the Board of Trustees. Perform varied and complex administrative services for the Provost and the Department of Academic Affairs, including interaction with University trustees, President’s Office, and all Offices under the divisions of Academic Affairs, Finance, and Philanthropy. Work closely with faculty, administrators, and a wide variety of outside contacts. Act as primary point of contact for all departmental operations.

  • Serve as the Executive Coordinator of the Provost’s office. Provide overall supervision, leadership and management of the Office of the Provost including the creation of University and departmental policies and procedures.
  • Supervise office staff and work-study students; interview and select assigned staff; conduct performance appraisals and suggest professional development opportunities in accordance with University policies and procedures.
  • Direct all administrative support for the Provost; troubleshoot, revise/review programmatic/departmental issues.
  • Prepare and monitor the department’s budget and other academic units’ budgets in general consultation with the Provost; act as signatory for budget transfers/adjustments, etc.
  • Conduct advanced research and prepare detailed and executive summary reports.
  • Responsible for insuring allocation and approval of purchasing card transactions for all employees/departments reporting directly to the Provost.
  • Provide analysis of position vacancies and impacts on revenue and expenses.
  • Prepare full-time undergraduate faculty, graduate faculty, and academic administrator contracts.
  • Work closely with members of the Provost Council Committee.
  • Responsible for the entire coordination of a highly confidential departmental recordkeeping and filing system, including receiving confidential faculty credentials, for on-ground and adjunct faculty Responsible for insuring SACSCOC guidelines for academic credentials are followed; independently correspond with Deans, Office of Human Resources and other departments to insure procedures adhere to University and SACSCOC policies and/or guidelines.
  • Support SACSCOC Committee(s).
  • Serve on University Committee(s) as assigned.
  • Manage the coordination and schedules of travel arrangements and hotel accommodations for Provost; and prepare required purchase order requisitions and check disbursements.
  • Oversee the preparation of correspondence in final form for Provost’s signature.
  • Responsible for hiring and orientation processes for new faculty.
  • Provide analysis and recommendations for budget adjustments; resolve discrepancies as required.
  • Monitor and approve adjunct and overload payment paperwork for department heads and/or deans personal reimbursement.
  • Responsible for full coordination of annual faculty welcome back and retirement events.
  • Provide guidance for undergraduate and graduate commencement activities occurring in May.
  • Act as Executive Secretary for the Academic Affairs’ Committee of the Board of Trustees. This entails notifying members of meeting dates, formulating agendas, recording and distributing minutes, sending out all materials regarding agenda, including voting ballots if required for an action item.
  • Special assignments as outlined by the Provost.
  • Comply with departmental University safety rules and regulations.
  • Perform other duties as assigned.
  • Bachelor’s degree required, Master’s degree preferred
  • A minimum of 3 years’ experience working for a senior executive demonstrating a thorough knowledge and proven proficiency with office practices and procedures, or an equivalent combination of experience and training required.
  • Higher education experience preferred.
  • Excellent interpersonal and communication skills.
  • Above-average knowledge of MS Office (Word/Excel) essential. Ability to create and modify spreadsheets using Excel.
  • Ability to initiate, manage and complete projects.
  • Prior supervisory experience required; ability to motivate assigned staff.
  • Strong computation and analytical skills required to perform advanced research and analysis.
  • Above-average problem-solving skills required.
  • Professional appearance and demeanor including experience in meeting the public and dealing with people using tact, poise, patience and courtesy.
  • Works regularly with information requiring utmost discretion and integrity.
  • Must be self-starter able to work under pressure, and meet established deadlines.
Job Type: Full-time

  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Parental leave
  • Retirement plan
  • Vision insurance
  • Monday to Friday
  • Weekend availability
Ability to commute/relocate:
  • Miami Gardens, FL 33054: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
  • Please provide contact information for three (3) professional references.
  • Master's (Preferred)
  • Executive Assistant: 3 years (Required)
Work Location: One location

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