Staff Positions

St. Thomas Aquinas College invites applications for the position of Assistant to the Provost. The successful candidate will provide high-level administrative, analytical, and project support to the Provost and Vice President for Academic Affairs. This position requires exceptional organization, data management, and communication skills, with the ability to manage confidential information and foster collaboration across multiple departments.

The Assistant to the Provost will play a key role in supporting institutional priorities, preparing data reports, coordinating faculty and adjunct processes, and ensuring the efficient operation of the Office of Academic Affairs.

Responsibilities include but not limited to the following:

Administrative & Operational Support

• Provide direct administrative support to the Provost, including calendar management, scheduling, and correspondence.
• Serve as the first point of contact for students, faculty, staff, trustees, and external constituents.
• Maintain confidential student, faculty, and employee files, including digitization of records.
• Prepare agendas, attend meetings, and record/distribute minutes for Board and Vice President meetings.
• Maintain and update official Academic Affairs documents, including the College Catalog.
• Manage office mail, supplies, and other general office functions.
  

Data Management & Reporting

• Create and maintain spreadsheets and databases (Excel/Google Sheets) to support institutional reporting.
• Collect, analyze, and prepare data and reports for presentation to the President’s Cabinet, Board of Trustees, and internal committees.
• Maintain and monitor the Academic Affairs budget.
• Assist in developing and implementing technological and process improvements using Google Suite, Microsoft Office, and Banner (preferred).
  

Faculty & Adjunct Administration

• Coordinate with school office assistants to maintain accurate course schedules and faculty data.
• Prepare and process faculty contracts, including adjunct and overload appointments.
• Track contract completion and ensure timely payment processing in accordance with payroll timelines.
• Maintain adjunct faculty databases (e.g., length of service, credits taught, tenure/promotion eligibility).
• Ensure completion and collection of required forms and NYS Wage Theft Letters.
• Collaborate with IT and HR to manage adjunct hiring/termination documentation.
  

Cross-Departmental Collaboration

• Partner with other offices and academic schools to streamline communication and operations.
• Support academic initiatives and special projects as directed by the Provost.
• Provide backup assistance to other campus offices as needed.

Qualifications

• Bachelor’s degree required.
• Significant related experience as an executive or administrative assistant, preferably in higher education.
• Exceptional organizational, analytical, and communication skills.
  
• Strong attention to detail and ability to manage multiple priorities.
• Demonstrated professionalism and confidentiality in all interactions.
• Proficiency with Google Workspace, Microsoft Office, and familiarity with Banner (preferred).
• Customer service-oriented and able to work both independently and collaboratively.
• Goal-driven with the ability to connect tasks to strategic objectives.

Application
Please send the following materials electronically to Dr. Robert Murray, Provost and Vice President of Academic Affairs at St. Thomas Aquinas College at rmurray@stac.edu: a cover letter addressing the applicant’s credentials and experience as they relate to the position; resume or curriculum vitae; and names, email addresses and contact information for three professional references. Applications will be considered until the position is filled.

Please note: Internal candidates who meet the minimum qualifications will be guaranteed an interview.

Salary

The salary for this position is $62,354/year. When extending job offers, St. Thomas Aquinas College carefully considers factors such as (but not limited to) the role’s responsibilities, the candidate’s experience and education, essential skills, internal peer equity, budget constraints, and market trends. The provided rate reflects the College’s good faith and reasonable estimate at the time of posting.

The Accounting Specialist provides essential accounting, financial, and administrative support to the Vice President of Administration & Finance and the Business Office. This position ensures accuracy in the College’s financial records, assists with fiscal compliance, and coordinates key departmental operations. The successful candidate will be detail-oriented, organized, and capable of managing multiple responsibilities in a fast-paced higher education environment.

The College is currently evaluating and evolving its financial and operational processes, therefore, the scope and responsibilities of this position may change over time to meet emerging needs.

Responsibilities include but not limited to the following:

Accounting & Financial Operations

• Prepare and post journal entries, accruals, and adjustments to the general ledger.
• Reconcile accounts, resolve variances, and process invoices, deposits, and transfers.
• Review financial transactions and grant expenditures for compliance.
• Assist with year-end closing, audits, and tax filings.
• Prepare schedules, reports, and audit documentation.
• Review employee reimbursements and corporate card activity.
• Support process improvements and maintain financial records in accordance with College policy.

Administrative & Operational Support

• Provide direct administrative and project support to the Vice President, Finance and Treasurer.
• Coordinate calendars, meeting logistics, and project timelines across multiple departments.
• Prepare reports, correspondence, and Board/committee meeting materials.
• Record meeting minutes and manage event coordination (room setup, catering, etc.).
• Administer corporate card programs and manage office supply and copier accounts.
• Serve as liaison between Finance, Human Resources, Facilities, and IT to ensure smooth operations.

Qualifications

• Bachelor’s degree in Accounting, Finance, or Business Administration required.
• 3–5 years of progressive experience in accounting, finance, or business operations (higher education or nonprofit experience preferred).
• Solid understanding of accounting principles and practices.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy.
• Proficiency in Microsoft Excel, Word, Google Workspace, and ERP systems (Banner preferred).
• Exceptional written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional demeanor and commitment to confidentiality.

Application
Please send the following materials electronically to Ms. Angelique Crump, St. Thomas Aquinas College at acrump@stac.edu: a cover letter addressing the applicant’s credentials and experience as they relate to the position; resume or curriculum vitae; and names, email addresses and contact information for three professional references. Applications will be considered until the position is filled.

Please note: Internal candidates who meet the minimum qualifications will be guaranteed an interview.

Salary
The hourly rate for this position is $22 – $25/hour. When extending job offers, St. Thomas Aquinas College carefully considers factors such as (but not limited to) the role’s responsibilities, the candidate’s experience and education, essential skills, internal peer equity, budget constraints, and market trends. The provided rate reflects the College’s good faith and reasonable estimate at the time of posting.

St. Thomas Aquinas College invites applications for the position of Maintenance Mechanic. This position will be responsible for repairing and maintaining campus buildings, equipment, and grounds by using miscellaneous hand tools and power tools that include carpenter, electrical, plumbing, and HVAC tools.

Responsibilities

• Maintains and repairs HVAC equipment (includes filter change and coil cleaning).
• Performs minor repairs and/or replacement of plumbing fixtures/parts (soldering, use of an electrical snake).
• Performs minor repairs and/or replacement of electrical fixtures/parts and wiring as required.
• Performs minor carpentry work as required to repair windows, doors, hardware, screens, furniture, counters, partitions (building framework and trim) and floors.
• Painting, including repairs of holes/cracks and setting up ladders/scaffolding.
• Performs minor masonry repairs and concrete work.
• Performs minor roof repairs and gutter maintenance.
• Cleans snow and debris from sidewalks, parking lots, building entrances, etc.
• Moves or sets up furniture in offices or for special events, receiving/delivering materials and equipment as required by various campus offices.
• Transport tools, layout/setup and assemble/install materials and components at job site.
• Mows lawn, trims shrubbery, and cultivates flowers in the event outside landscaping service is discontinued or interrupted.
• Maintains cleanliness of the work area.
• Keep Facilities Manager informed of needed repairs or additions needed to ensure a safe and comfortable environment for students, faculty, and administrators.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Experience, Certificates

• Valid driver’s license and ability to be insured by College
• Trades license or certificate
• Minimum two years experience in facilities/related field

Knowledge/Skills/Abilities

• Ability to read and interpret documents such as safety rules, operating and maintenance instruction, and procedure manuals.
• Ability to work collaboratively with colleagues and interact effectively with students.
• Ability to effectively communicate with outside vendors.
• Ability to write routine reports and correspondence.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee is frequently required to stand and climb or balance. The employee is required to walk, sit, talk or hear, and taste or smell.
• The employee must be able to lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Salary

The hourly rate for this position is $25.00/hr. When extending job offers, St. Thomas Aquinas College carefully considers factors such as (but not limited to) the role’s responsibilities, the candidate’s experience and education, essential skills, internal peer equity, budget constraints, and market trends. The provided rate reflects the College’s good faith and reasonable estimate at the time of posting.

Application

Please send the following materials electronically to Mr. Jack Trois, Facilities Manager at jtrois@stac.edu a cover letter addressing the applicant’s credentials and experience as they relate to the position; curriculum vitae; and names, email addresses and contact information for three professional references.

St. Thomas Aquinas College is seeking a detail-oriented and proactive Database Coordinator and Prospect Research Assistant to manage Advancement databases and support donor identification and strategy. This role is responsible for ensuring data integrity, supporting fundraising campaigns through research and analytics, and generating actionable insights. The position works closely with Advancement, IT, and Finance teams to maintain secure, effective systems and advance the College’s philanthropic goals.

Responsibilities include but not limited to the following:

• Manage and maintain donor databases (e.g., Raiser’s Edge, Mobile Cause, Constant Contact); ensure data integrity through consistent entry and regular audits.
• Create and run queries, reports, and mailing lists to support internal communications and fundraising initiatives.
• Develop and maintain documentation for database procedures and protocols.
• Train and support Advancement staff in effective database use and data entry standards.
• Conduct in-depth research on individuals, foundations, and corporations to assess giving capacity, philanthropic interests, and alignment with College priorities.
• Prepare well-written donor profiles, briefings, and bios to support cultivation, solicitation, and stewardship efforts.
• Collaborate with development officers to inform donor strategy and identify new major gift prospects.
• Participate in prospect review meetings and assist in portfolio management.
• Monitor and track research requests to ensure timely completion and high-quality deliverables.
• Maintain up-to-date, confidential donor records, including strategies, impact reports, and communication histories.
• Stay current on research tools, trends, and industry best practices.
• Support special projects and Advancement initiatives as assigned.

Qualifications

• Bachelor’s degree required.
• Minimum of 2 years of experience in database management, prospect research, or advancement services, preferably in higher education or nonprofit development preferred.
• Familiarity with CRMs and research tools such as Raiser’s Edge NXT, iWave, LexisNexis, and WealthEngine preferred.
• Proficient in Microsoft Office and Google Workspace.
• Strong analytical skills and exceptional attention to detail.
• Excellent written communication and report writing skills.
• Ability to work independently, manage multiple priorities, and handle sensitive information with discretion.

Application
Please send the following materials electronically to Ms. Kate Gomez, St. Thomas Aquinas College at kgomez@stac.edu: a cover letter addressing the applicant’s credentials and experience as they relate to the position; resume; and names, email addresses and contact information for three professional references. Applications will be considered until the position is filled.

Salary
The salary for this position is $45,000-$60,500/year. When extending job offers, St. Thomas Aquinas College carefully considers factors such as (but not limited to) the role’s responsibilities, the candidate’s experience and education, essential skills, internal peer equity, budget constraints, and market trends. The provided rate reflects the College’s good faith and reasonable estimate at the time of posting.

St. Thomas Aquinas College has an opportunity available for an Administrative Assistant for our Institutional Advancement Department. This position provides administrative support for the Vice President of Institutional Advancement and the Executive Director of Institutional Advancement. Additionally, it offers ancillary administrative duties for the President and Assistant Directors/Directors as requested. The role requires a thorough knowledge of office routines and an understanding of the organization, programs, and procedures related to the work of the offices. The individual works independently, receiving minimal supervision and guidance. They solve problems and resolve obstacles in the work of the offices according to supervisors’ instructions and handle some office decisions, issues, and problems without prior consultation with supervisors.

Responsibilities include, but are not limited to the following:

• Receive and assist visitors professionally, responding to inquiries and ensuring positive interactions.
• Manage telephone calls, respond to routine inquiries, and assist with planning calls for special events.
• Handle office correspondence, including meeting agendas, publicity materials, and external news releases, ensuring accuracy and proper presentation.
• Provide administrative support and manage the calendar/travel for the Vice President of Institutional Advancement.
• Coordinate Institutional Advancement (IA) staff meeting agendas and schedule meetings on Google Calendar.
• Maintain the department budget, process employee reimbursements, prepare check requests, and log expenses.
• Assist in planning and coordinating IA signature events and support Directors with event preparations.
• Arrange and prepare materials for meetings, such as the Development Committee of the Board of Trustees, Campaign Cabinet, and the President’s Council.
• Perform data entry and maintain constituent records in the Raiser’s Edge database, manage gift processing, and produce receipts and acknowledgment letters.
• Conduct prospect research to identify potential donors, prepare briefing documents, and support donor development strategies.

Qualifications:

• Associate’s degree (A.A.) or equivalent from a two-year college or technical (secretarial) school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
• Skill in using MS Word & Excel. Knowledge of Access, PowerPoint, Google Sheets, and Google Slides
• Proficient in Raiser’s Edge or another CRM.
• Ability to work with others at the College and external constituents.
• Ability to present the Office of Institutional Advancement in a cordial, competent manner.
• Ability to understand and be understood by others.
• Ability to learn and perform all essential job functions accurately with minimal direct supervision, within 8 weeks after employment begins.
• Understanding that weeknight and weekend work may be required for special events and programs.

Salary Range:

The salary for this position is $22.00/hour. When extending job offers, St. Thomas Aquinas College carefully considers factors such as (but not limited to) the role’s responsibilities, the candidate’s experience and education, essential skills, internal peer equity, budget constraints, and market trends. The provided rate reflects the College’s good faith and reasonable estimate at the time of posting.

Application Process:

Please send the following materials electronically to Mr. Thomas Flood, Vice President of Institutional Advancement at tflood@stac.edu: a cover letter addressing the applicant’s credentials and experience as they relate to the position; resume; and names, email addresses and contact information for three professional references. Applications will be considered until the position is filled.

St. Thomas Aquinas College is seeking qualified candidates for Per Diem Campus Safety & Security Officer positions. This position plays a key role in ensuring the safety and security of our students, faculty, staff, guests, and campus facilities, while enforcing college policies and applicable laws.

Key Responsibilities:

• Patrol campus buildings and grounds to identify and respond to unauthorized presence, safety hazards, and policy violations.
• Monitor surveillance systems and respond to emergencies, contacting local law enforcement or emergency services as needed.
• Respond to incidents including fights, fires, accidents, and medical emergencies.
• Deter theft and misconduct; enforce college rules and remove violators when necessary.
• Verify IDs, log visitors, and control traffic during regular operations and special events.
• Maintain detailed daily reports and security logs on incidents, equipment malfunctions, and unusual occurrences.
• Monitor and maintain security equipment, including radios and the College’s phone system during off-hours.
• Deliver mail between the Post Office and campus mailroom during day shifts (if applicable).
• Assist students, staff, and the public with information and support, including participation in mandated fire drills and building access control.
• Maintain a professional, courteous, and approachable presence at all times.

Qualifications:

• High school diploma or equivalent required
• Prior security or law enforcement experience preferred
• Valid driver’s license required
• Current NYS Security Guard Registration
• Must have no convictions of a NYS crime or comparable out-of-state offense
• Ability to meet the physical demands of the role
• Strong communication skills
• Familiarity with computers and Microsoft Office applications is a plus
• Flexibility to work weekdays and weekends as needed

Compensation: $17.00 per hour.
St. Thomas Aquinas College considers several factors when extending job offers, including responsibilities, relevant experience, education, internal equity, budget, and market conditions. The posted rate reflects a good faith estimate at the time of posting.

Application Process: To apply, please submit your application, résumé, and contact information for three professional references to: Ms. Vanessa Coreas Gomez, Assistant Director, Campus Safety & Security, vcoreas@stac.edu.