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.
JOB SUMMARY
The Program and Partnerships Coordinator manages administrative aspects of the Edmondson Heim Education Fellows Program from start to finish, overseeing applications, awards, and program records in coordination with School of Education leadership, Institutional Advancement and Financial Aid. The Coordinator manages internship partnerships and community events for Fellows, while promoting the program and gathering feedback to improve it. Through regular reporting and strong donor relationships, the coordinator demonstrates the program’s impact and helps it grow.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Application & Selection Oversight
Ensure the Edmondson Heim Education Fellows Program application and selection process is followed, including application form and data capture.
- Review applications promptly against program criteria and prepare an applicant overview for the Fellowship Director.
- Annually establish or reaffirm written eligibility requirements consistent with the gift agreement, and update application materials accordingly.
- Notify all applicants of award or denial.
- Retain annual application and award records in the shared Google Drive for five years.
Financial Awards
- Coordinate with Institutional Advancement to determine annual program funding and the number of Fellows to be funded.
- Work with Financial Aid to ensure awards are disbursed properly.
Program Oversight & Development
- Develop, oversee, and continually improve internship opportunities for Fellows.
- Identify, promote, and arrange Fellow attendance at educational conferences, including budgeting and expense reimbursement.
- Develop opportunities to build Fellows’ classroom expertise in the donor-specified focus areas: educational equity and inclusion, social-emotional learning, literacy and digital pedagogies, languages and refugee education, and climate/STEM equity.
- Organize, advertise, and ensure participation in belonging and recognition events (e.g., Annual Recognition celebration, cohort meetings) to build community and expertise.
Program Records
- Maintain accurate records of applications, awards, denials, award amounts, and student data.
- Maintain program budget and spending.
- Track Fellows’ academic progress, coordinate responsive problem-solving, and update student data as needed.
- Track Fellows’ participation in conferences, internships, mentorship, and other program elements (e.g., cohort meeting attendance).
Program Assessment
- Gather feedback from current and former Fellows and from Faculty.
- Gather success stories and photos.
- Use feedback to recommend improvements in the Annual Report.
Program Promotion
- Recruit and retain Fellows in line with available funding.
- Promote the Program to eligible incoming and enrolled Hamline students.
- Work with University Marketing to develop and review an annual marketing plan and ensure materials reach appropriate audiences.
Donor Relationship Support
- Draft the Annual Report for Institutional Advancement by April 15 each year, including budget, Faculty and Fellow engagement, participation overview, outcome data, research, photos, and recommendations for program change and growth.
REPORTING RELATIONSHIPS
- This position reports to the: Director of the Edmondson Heim Education Fellowship
- This position does not supervise other employees.
- This position does not supervise students
BUDGET MANAGEMENT RESPONSIBILITIES
MINIMUM EDUCATION/EXPERIENCE/EXPECTATIONS
- High school diploma or GED equivalent.
- One to three (1-3) years of prior senior-level administrative coordinator or assistant experience.
- Demonstrated ability to craft timely, cogent, professional communications for Provost’s use.
- Experience in developing and implementing best practices in communications and office procedures and protocols.
- Experience working with and maintaining confidential information.
PREFERRED EDUCATION/EXPERIENCE/EXPECTATIONS
- Bachelor’s degree from an accredited college or university.
- 4+ years professional administrative coordinator or assistant work
experience in an office environment, preferably in higher education.
WORKING CONDITIONS / EQUIPMENT
- Must be able to work on a computer for extended periods of time with or without reasonable accommodation.
- Ability to travel to on- and off-campus locations.
ADDITIONAL INFORMATION
- This is a full time, non-exempt (1.0 FTE) position which requires a minimum of 40 hours a week.
- Occasional evening and weekend work will be requested.
- This position may require overtime as needed.
EEO/DIVERSITY STATEMENT
Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local commission; disability; age; or protected veteran status in its education or employment programs or activities.
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.