Human Resources

Assistant to the Vice President for Student Affairs and Dean of Students

Apply now Job No: 21327
Department: Dean of Students/VP Stu Affairs
Work Type: Staff - Full Time
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support, Student Affairs

Department: Dean of Stu/VP Student Affairs

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.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities.  

If you require any auxiliary aids, services, or other accommodations to apply for employment, or for an interview, at Michigan Technological University, please notify the Human Resources office at 906-487-2280 or mtujobs@mtu.edu.

Job Description Summary

The Assistant to the Vice President of Student Affairs/Dean of Students (VPSA/DOS) manages the operations of the Student Affairs executive office suite; provides a high level of organizational, administrative, technical, budgetary, and confidential support, advice, and assistance to the VPSA/DOS in an environment that is fast-paced, results-oriented, evolving, complex, and sometimes ambiguous; and maintains an organized and efficient flow of communications to and from the office and across departments. The successful candidate must be able to represent the VPSA/DOS with impeccable professionalism and strong ethics and function effectively under stress during times of crisis and change. The position is one of the core advisers to the VPSA/DOS.

Under limited supervision, the Assistant is expected to pay attention to detail, ensure accuracy, and manage time wisely to inspire trust, confidence, and respect; proactively problem-solve for the VPSA/DOS; encourage constructive change; collaborate with colleagues and stakeholders to achieve positive outcomes; adapt and respond quickly and positively to evolving organizational priorities and change; work across the Division and externally to ensure attainment of organizational goals and priorities; diffuse crisis situations proactively, independently, and collaboratively as appropriate; apply continuous improvement strategies to everyday work; and act in a safe manner.

A genuine respect for and appreciation of diversity and inclusion is required.

We also welcome and encourage applications from individuals with experience working in corporate offices, medical offices, law firms, and non-profit agencies.

Essential Duties & Responsibilities (other duties may be assigned)

1. Manage complex calendar appointments for the VPSA/DOS and other assigned personnel and ensure the VPSA/DOS is prepared in advance of meetings.
2. Conduct and manage all the financial and business operations of the Office of the Vice President of Student Affairs and Dean of Students (e.g., tracking and reconciling assigned budgets; transfers and corrections; purchasing authorizations; disbursements; and approving assigned timesheets).
3. Prepare, review, edit, and send out accurate, high-quality, and professional business correspondence and materials.
4. Organize, plan, support, and/or assist with planning, implementing, and evaluating signature Division events, initiatives, and projects from conception to execution to evaluation (e.g., commencement, awards programs, summits and conferences, open houses, welcome events, orientations, training, grant-writing, Internet searches, benchmarking, etc.).
5. Organize assigned business meetings from conception to execution (e.g., drafting and distributing agendas, preparing and distributing materials, and preparing and distributing approved notes).
6. Manage the travel logistics for the VPSA/DOS and assigned personnel.
7. Receive, screen, and direct calls flowing through the office, including assisting with coverage during absences or when needed.
8. Hire for and supervise the reception area and its staff, including ensuring a professional, responsive, and customer-centered operation.
9. Create and maintain audit-ready filing, supply, and inventory management systems.
10. Serve as the Space Coordinator and Equipment Coordinator for the area and maintaining accurate records in the ASPIRE database.
11. Serve as the Safety Coordinator and ensure personnel complete required training.
12. Monitor social media platforms and keep VPSA/DOS abreast of potential issues.
13. Provide administrative support to other Student Affairs or university offices as needs require.
14. Seek and engage in appropriate professional development activities to enhance skills and knowledge.
15. Apply continuous improvement strategies to everyday work.
16. Perform other position-specific duties as requested based on operational and institutional needs (e.g., serving on university committees, relevant projects).

Required Education, Certifications, Licensures (minimum requirements)

• Bachelor’s degree OR an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience (minimum requirements)

• Demonstrated successful progressive experience in office and administrative support.
• Advanced computer skills using Microsoft 365 (i.e., Word, Excel, PowerPoint). This experience is essential for success in the role.

Desirable Education and/or Experience

• Bachelor’s degree or higher.
• Office management experience.
• Experience in diverse settings.
• Experience managing budgets.
• Intermediate experience using Google Suite applications (e.g., Gmail, Google Docs, Google Calendar, etc.)
• Experience developing and/or editing various types of communication pieces for multiple audiences including content for print and web.
• Experience with project management or events management.
• Experience with social media platforms (e.g., Facebook, Instagram, etc.).

Required Knowledge, Skills, and/or Abilities (minimum requirements)

The required knowledge, skills, and abilities for this position are necessary for the individual to inspire trust, confidence, and respect from primary customers (students) and secondary customers (parents, faculty, staff, officials, alumni/ae, visitors).

Required Knowledge
• Knowledge of best practices for providing high-level executive support and assistance to supervisor.
• Knowledge of best practices for customer service and office management.
• Knowledge of standard business practices related to, for example, purchasing, payroll, inventory control, budgeting and accounting, and recordkeeping).

Required Skills
• Excellent interpersonal and communication skills (oral and written).
• Strong arithmetic skills and/or accounting principles to assist with budget analysis, accounting, reconciliation, and reporting.
• Advanced computer skills using Microsoft 365 (i.e., Word, Excel, PowerPoint).
• Proof-reading and editorial skills that ensure accurate and polished written products coming out of the Office of the Vice President and Dean of Students.
• Strong Internet research skills.
• Strong planning skills related to events and meetings.

Required Abilities
• Ability to communicate effectively and work independently, collaboratively, and harmoniously across racial, ethnic, cultural, and other diverse boundaries.
• Ability to manage multiple tasks, competing priorities, and complex assignments effectively with minimal supervision in a fast-paced, high customer contact, results-oriented, and highly sensitive environment while maintaining the highest professional and ethical standards and a calm and pleasant demeanor.
• Ability to prepare error-free documents that are grammatically correct and consistent with standard business writing.
• Ability to handle and secure confidential information and exhibit good judgment.
• Ability to be highly self-motivated and proactive in managing deadlines, attending to details, identifying problems and opportunities, recommending reasoned solutions, and anticipating the needs of the executive and organization.
• Ability to learn and apply new knowledge.
• Ability to contribute to a safe work environment by recognizing and responding appropriately and proactively to potential and actual unsafe situations.
• Ability to take and archive meeting minutes.

Desirable Knowledge, Skills, and/or Abilities

• Experience with Google products (e.g., Gmail, Google Drive, Google Calendar).
• Experience with graphic design software for flyers, newsletters, posters, etc.
• Website design.
• Experience with Banner software systems.
• Knowledge of standard workplace business practices, codes of ethics, safety practices, exceptional customer service practices.

Work Environment and/or Physical Demands

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually low to moderate but could increase because of high visitations, the nature of our events, and a culture of high campus spirit.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training:

  • Employee Safety Overview

  • Anti-Harassment, Discrimination, Retaliation Training

  • Annual Data Security Training 

  • Annual Title IX Training

Background Check:

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

Other Conditions of Employment:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

As of January 18, 2022, Michigan Tech is requiring all faculty, staff, temporary and student employees to be vaccinated for COVID-19 due to the Federal Contractor Vaccine Mandate or have an approved exemption for a religious or medical reason.  This includes those working remotely.  More information on this policy is available on the mtu flex website.

Full-Time Equivalent (FTE) % (1=100%)

1.00

FLSA Status

Exempt

Appointment Term

12 months

Pay Rate/Salary

Negotiable based on qualifications and experience.

Title of Position Supervisor

Vice President and Dean of Students

Posting Type

Internal & External Posting

Special Instructions to Applicants (if applicable)

Cover letter explaining interest in position, match with qualifications, and examples of work achievements (no more than two pages). Cover letter also serves as a writing sample.

Detailed résumé with beginning and ending month AND year for each job.

Please upload contact information (name, title, organization, phone, email) for at least four professional references who have direct knowledge of your work, skills, and knowledge (2 must be supervisory).

Additional Information

About the University

Michigan Tech is an internationally renowned doctoral research university located in Houghton, MI in Michigan's scenic Upper Peninsula, on the south shore of Lake Superior. The area provides a unique setting where natural beauty, culture, education, and a diversity of residents from around the world come together to share a superb living and learning experience.

Michigan Tech is an ADVANCE institution, one of a select group of universities in receipt of NSF funds in support of our commitment to increase diversity and the participation and advancement of women in STEM.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer, that provides equal opportunity for all, including protected veterans and individuals with disabilities. Applications from women and minorities are encouraged.

The Character of the Division

The Division of Student Affairs at Michigan Tech is devoted to student success from enrollment to commencement. We are dynamic, agile, and culturally-responsive. We guide, support, and, on occasion, challenge students as they develop, refine, and pursue their academic, career, and personal endeavors. All staff are responsible for creating a safe, welcoming, diverse, inclusive, respectful, and caring environment for students, colleagues, and visitors. We seek skilled and diverse colleagues who are student-focused, nimble, self-motivated, and will embrace and respect who we are and what we do. We also seek colleagues committed to moving the Division forward towards preeminence and influence on campus, nationally, and within the Student Affairs profession. Titles and responsibilities are subject to change in accordance with university policies and procedures to meet the needs of our students, the university and division, the state of Michigan, employers, and the profession.

Before applying, we encourage interested individuals to spend time learning more about who we are, our values, and what we do: https://www.mtu.edu/student-affairs/.


Required Education, Certifications, Licensures* (minimum requirements)

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