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Michigan Technological University · 1 day ago

Department Coordinator

Houghton, MI

Full-time

Onsite

New Grad, Entry Level

$50K/yr - $50K/yr

Michigan Technological University is an R1 technological research university founded in 1885 in Houghton. The Department Coordinator plays a central role in coordinating administrative operations across the APUE area, fostering efficiency, accuracy, and professionalism while managing daily office operations and supporting faculty, staff, and leadership with a wide range of administrative needs.

EducationHigher EducationUniversities

No H1B

U.S. Citizen Only

Responsibilities

Support the daily operations of the administrative functions of the area; work independently to manage workflow, problem solve, and complete assigned tasks in a timely manner; and work with leadership to identify and pursue ways to improve efficiency and effectiveness of department reporting and project delivery

Anticipate the needs of the Associate Provost for Undergraduate Education in daily responsibilities, maintain the Associate Provost calendar, and assist with scheduling meetings

Promote effective coordination and workflow. Track and manage operational deadlines, and establish organizational protocol for office duties and services

Adapt processes and procedures to the diverse roles and evolving needs of the department. Identify and pursue ways to improve the efficiency and effectiveness of administrative procedures

Analyze information and independently resolve administrative problems; resolve, escalate, or route incoming requests appropriately

Handle confidential information with discretion and judgment; resolve non-routine issues and facilitate contact with appropriate personnel when required

Utilize specific computing systems, including BANNER, WebFocus, Perceptive Content, and ASPIRE to track, access, or report department financial and administrative data

Process payroll reallocations, purchasing, check requests, honorariums, travel reimbursements, and purchasing card transactions while utilizing university-established guidelines

Assist with ordering and distributing marketing supplies, and assist with marketing material distribution

Collaborate with HR, Financial Aid, Sponsored Programs, Financial Services, and other university departments

Lead and coordinate curriculum changes for the annual binder process

Coordinate course scheduling, grading deadlines, and instructor verification processes for fall, spring, and summer semesters

Coordinate the adjunct faculty hiring process

Manage and create a workflow for the TPR (tenure, promotion, and reappointment) process, staff appointments, adjunct and research faculty appointments, and yearly reviews, working closely with the Director of Administration

Administer and maintain access for internal stakeholders across multiple systems, including facilities, digital platforms, and academic systems

Supervise and provide guidance to student employees

Commit to continuous improvement and apply safety-related practices to everyday work

Complete other duties as assigned

Lead event logistics, including catering, budgeting, room reservations, equipment, supplies, and event-day support for all area functions, retreats, receptions, meetings, and social gatherings

Collaborate with various university departments in planning and executing large-scale events such as Design Expo, open houses, showcases, sponsor visits, and other APUE events

Coordinate student organization meetings, advisory board sessions, and program information sessions

Coordinate and support prospective student tours scheduled through Admissions

With department leadership, identify and prepare routine and ad hoc reports that support the operation and reporting needs of the APUE units, such as recruitment and retention, strategic planning, and assessment/accreditation Assist with creating, organizing, and updating student files, listservs, and student coding in Banweb

Design and maintain spreadsheets and databases for program, assessment, and accreditation data

Ensure accuracy, integrity, and consistency of data across systems

Develop and maintain organized storage systems for area reports and supporting documentation

Assist with dashboards and annual reporting, including enrollment, sponsorship, project, and other program metrics

Assist faculty and staff with the utilization of assessment tools and resources

Serve as the main point of contact and resource for stakeholders of the APUE area

Collaborate with the Marketing Manager to contribute and support program communications, including newsletters, blogs, websites, promotional materials, and social media

Support the development of partnerships and sponsorship packages, proposals, and recognition activities

Prepare and distribute messaging, tutorials, and other resources for faculty, staff, students, and alumni

Qualification

BANNERMicrosoft Office SuiteGoogle WorkspaceData managementEvent coordinationCustomer serviceInterpersonal skillsProblem-solvingOrganizational skillsTime management

Required

Bachelors Degree or an equivalent combination of education and experience from which comparable knowledge or abilities can be acquired

Proven experience in organizing, prioritizing, and coordinating multiple projects and tasks in a dynamic environment

Experience analyzing and interpreting basic financial data related to organizational processes and procedures

Proficiency in a variety of software applications, including but not limited to Microsoft Office Suite and Google Workspace

Ability to manage multiple priorities and assignments simultaneously while maintaining a professional and composed demeanor with minimal supervision

Exceptional interpersonal, customer service, and written and verbal communication skills

Strong organizational and time management abilities, with meticulous attention to detail

Demonstrated problem-solving skills, including the ability to identify issues, determine appropriate actions, and escalate when necessary

Proven initiative and adaptability, with a proactive, 'can-do' attitude and willingness to support team objectives

Demonstrated commitment to high-quality service in interactions with students, faculty, staff, and university leadership

Strong self-motivation and ability to meet deadlines while maintaining accuracy and thoroughness

Ability to plan, coordinate, and execute projects effectively, including the development and implementation of timelines

Demonstrated capacity to work both independently and collaboratively in a team-oriented environment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department: Employee Safety Overview, Anti-Harassment, Discrimination, Retaliation Training, Annual Data Security Training, Annual Title IX Training

Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed