Office and Programs Coordinator
Office and Programs Coordinator
Posted on :
25-06-2025
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1 Vacancy
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Job Description
Description
Position Title: Office and Programs Coordinator.
Department: The Hong Kierkegaard Library Center for Research and Publication.
Classification: Non-Exempt.
FTE: 0.50.
Work Schedule: September mid-December February July. Averaging 25 hours per week hours to be worked primarily between Monday-Friday 9:00 AM 5:00 PM schedule established with supervisor; includes scheduled events 2-3 evenings and 1-2 weekends per year; on-call at various times with scholar visits; travel up to 1% of work schedule which includes local (Twin Cities metro area).
Hourly Rate: $23 25.
The Preferred Start Date is September 1 2025.
Position Purpose:
Support day-to-day operations of the Kierkegaard Library (a research center) including active and intense summer program for 40 visiting scholars with varying backgrounds and global origins.
Essential Job Duties:
Office Support:
- Assist Director in coordinating building schedule and usage.
- Lock and unlock doors organize space for various events greet visitors and provide tours (audiences include international visiting scholars students faculty and staff; events and programs vary from academic to community building).
- Provide occasional weekend tours e.g. for family weekend and alumni visits.
- Manage digital calendar of events and signage throughout building.
- Assist Director with communications and public relations.
- Coordinate website updates flyers and social media postings.
- Coordinate scheduling minute-taking and communications with various internal and external partners.
- Assist Director and Rolvaag Library staff in managing library collection including acquisitions cataloguing processing donations (books and other materials) and adherence to library best practices.
- Purchase office library and kitchen supplies; maintain office equipment and technology; oversee tidiness/cleanliness of office building including kitchen.
- Support Director with various daily tasks (day-to-day operations internal processes scheduling correspondence tracking office budget).
- Hire train and supervise student employees (both academic year and summer)
- Coordinate student schedules and duties.
- Supervise students in re-shelving books shelf reading providing tours creating flyers posting on social media updating website and other tasks.
- Support student publications such as The Reedand student newsletter and blog.
- Mentor students according to the teaching mission of the Kierkegaard Library.
Programs & Events Support:
- Assist Director in coordinating academic events (lectures seminars reading groups international conferences) for various audiences (international and domestic scholars current and prospective students faculty and staff current and potential donors alumni).
- Reserve rooms/spaces; coordinate program schedules; work with college partners to coordinate logistics; arrange catering; make purchases at local stores; supervise set up/clean up; and be present at events including occasional evenings and weekends.
- Support active and intense summer program for 20 scholars and 20 students with varying backgrounds and global origins.
- Assist Director in coordinating international conference on St. Olaf campus for 200 participants every four years (next in mid-June 2026).
- Help create warm and welcoming environment for all Kierkegaard Library guests with special sensitivity to the fact that many visitors travel to a new culture from across the globe to participate in programming and gain access to the research collection.
Visiting Scholar Logistics:
- Process visiting scholar applications (for both academic year and summer).
- Organize materials; answer general inquiries; track applications.
- Create acceptance and invitation letters (including for visa and ESTA-waiver holders).
- Work with college ARO (Alternate Responsible Officer) in advising J-1 exchange visitors.
- Work with HR and IT on processing scholars St. Olaf IDs door access and other onboarding requirements.
- Initiate and process scholars stipends honorariums and flight reimbursements.
- Arrange scholar housing accommodations in coordination with internal and external partners (for 40 scholars in summer several visiting scholars during academic year and 200 attendees at conferences every four years).
- Arrange scholars flight and airport transportation when relevant; do occasional airport pick-up or other driving when relevant.
- Be on-call evenings and weekends in relation to visiting scholars (e.g. when unexpected issues arise with their arrival; occurs once or twice yearly).
- Facilitate scholars campus and Kierkegaard Library orientations including introduction to library collections access to Catalyst orientation to physical space and information on campus resources.
- Facilitate scholars orientation to local community including facilitating community connections gathering and sharing information on local happenings and orienting scholars to local resources such as bus schedules grocery stores etc.
- Track and update logistics relating to programs housing and other practical information in Visitors Handbooks and on website.
Other (ongoing):
- Support respect and commit to embracing diverse backgrounds values and points of view to build a strong and inclusive community.
- Complete and meet deadlines for required training and performance management cycle.
- Perform other duties as assigned.
Supervision Received and Exercised:
- Reports to the Director of the Hong Kierkegaard Library.
- This position supervises staff and students.
Required Qualifications:
- Education: Associate degree.
- Experience: 1 years working in administrative support roles. Maintain a valid drivers license and meet St. Olaf College driver authorization criteria with a satisfactory driving record.
Preferred Qualifications:
- Education: Bachelors degree.
- Experience: 3 years of working in administrative support roles in an academic setting including budgeting experience experience with Oracle Google Workspace Microsoft Office suite WordPress and Facebook.
Prerequisites:
- Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks reference checks verification of work history verification of any required academic credentials licenses and/or certifications a motor vehicle check verification of DOT certification a credit check employment eligibility verification and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note St. Olaf College reserves the right to conduct periodic background checks at its sole discretion.
Disclaimer:
- This position may require you to report early stay late or work different shifts depending on staffing levels. It may also require you to perform all essential job functions whenever needed and during campus emergencies when necessary.
- This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time by St. Olaf College with or without prior notice.
- Review of applications begins immediately and continues until the hire is complete. We accept only online applications.
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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