Human Resources

Coordinator

Apply now Job No: 20072
Department: Great Lakes Research Center
Work Type: Staff Full-time
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Administrative/Business/Professional

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 Great Lakes Research Center (GLRC) at Michigan Technological University (Michigan Tech) aims to advance freshwater and coastal ocean research as a foundation for health, economic prosperity and global sustainability through interdisciplinary research cutting across Michigan Tech’s academic organizations. The GLRC institute includes collaborative faculty from eleven disciplines within the College of Engineering, College of Sciences and Arts, College of Business, and the College of Forest Resources and Environmental Sciences. As a non-academic department, the GLRC supports 20+ full-time, part-time and temporary research support staff; and hourly graduate and undergraduate student employees. The GLRC is seeking to establish a second Coordinator position to provide comprehensive professional support to Institute personnel including departmental staff, Institute members, and facility stewards. The Coordinator will support the operations of the department and facility, provide business operations assistance to the Institute leadership, and provide research support in processing pre-award proposal submission and post-award project administration. In concert with other members of the GLRC’s research administration team, the Coordinator will manage a portfolio of researchers and department/Institute operations.

Essential Duties & Responsibilities (other duties may be assigned)

1. As a member of the GLRC research administration team, support the daily operations of the department, facility and Institute. Work independently to manage workflow, develop operational procedures, set performance standards, track and manage operational deadlines, and establish organizational protocol for research support services. Maintain a professional, efficient, safe, and welcoming environment for employees and visitors. Adapt processes and procedures to the diverse roles and evolving needs of the department, facility, Institute and researchers. Identify and pursue ways to improve the efficiency and effectiveness of operational procedures.
2. Coordinate departmental payroll including department time entry involving sponsored index overrides; oversee preparation of EPAFs and ensure approval proxy for the Institute leadership; process reallocations; and support payroll projection reporting. Support coordination with university Payroll, Accounting Services, and SPO and SPA offices. Coordinate maintenance of personnel, membership, donor and project records.
3. Coordinate processing of fund transfers among departmental general fund, non-research, external, and Michigan Tech Fund accounts. Coordinate authorization and creation of check requests, inter-account bills and purchase orders with delegated authority from Institute leadership. Supervise purchasing and travel reimbursements for faculty and staff, and work with faculty to process reallocation of charges to purchasing cards.
4. Manage and create workflow for faculty and staff appointment/reappointments and probationary reviews, adjunct and research faculty appointments/reappointments, promotions, and student hires.
5. Coordinate with academic departments to process summer faculty salaries for research compensation from departmental PI sponsored projects and in the employment of students on departmental research projects.
6. Utilize BANNER, WebFocus, Perceptive Content, and ASPIRE to track, access, and report department/Institute financial and performance data. With the Institute leadership, identify and prepare routine and ad hoc reports that assist in the operation and reporting needs of the Institute. This includes quarterly and annual report generation.
7. Analyze information and independently resolve problems in the efficient delivery of research grants and contracts; resolve, escalate, or route incoming requests appropriately.
8. Anticipate the operational needs and deadlines of the department and the Institute leadership and work to assist in the execution of short- and long-terms goals of the department.
9. Serve as the network liaison with staff in other departments towards maintaining a productive research support network and the identification of best practices and continuous improvement strategies in research operations.
10. Supervise and provide direction to temporary employees and student workers to leverage productivity, efficiency, and delivery of research services and responsibilities described here. Support an effective organizational structure that is responsive to departmental, facility and Institute needs.
11. Participate in department and Institute meetings and serve as an organizational representative on committees, if requested by Institute leadership.
12. Lead the planning and organization of all department and Institute functions, retreats, receptions, social gatherings (including weekly coffee hour), Annual Giving campaigns, and award nominations, etc.
14. Coordinate updated news content to the University’s Marketing team for inclusion in Tech Today, social media, website and news features. Assist with organization and development of department marketing materials (e.g., brochures).
15. Manage and create workflow of all hiring paperwork for faculty and staff searches and hires, visiting scholars/professors, post-doctoral associates, etc.
16. With guidance from Institute leadership, manage ASPIRE Space database with necessary information for all department space.
17. With the assistance of Institute leadership, support facility space assignments and coordinate building access authorization and key requests.
18. Provide customer service to a designated portfolio of researchers, at all stages in the conduct of research including proposal development support, project management, and financial monitoring/closeout.
19. Participate in the development of enhanced research support services that enhance the researcher’s ability to successfully and efficiently conduct research. This may include the development of process flow, standard operating procedures and analysis of outcomes to inform future change.
20. Other tasks as needed.

Required Education, Certifications, Licensures (minimum requirements)

Bachelor’s degree or equivalent combination of education and experience from which comparable knowledge and abilities have been acquired.

Required Experience (minimum requirements)

1. Relevant experience organizing and coordinating multiple tasks, budgets, projects, events and activities for multiple clients simultaneously.
2. Experience using a computer and advanced features of standard office software, such as the MS Office and Adobe products, and web-based productivity resources, such as Google Apps.
3. Experience working in a customer service environment with a variety of clients/customers.
4. Experience coordinating people and processes to meet desired objectives.

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

1. Strong interpersonal and customer service skills.
2. Strong oral and written communication skills.
3. Demonstrated organizational, project management, time management, and problem-solving skills
4. Demonstrated ability to work with accuracy and attention to detail.
5. Demonstrated ability to work independently and take initiative to solve problems.
6. Demonstrated ability to plan ahead, manage timelines and meet deadlines.
7. Demonstrated ability to work as part of a team.
8. Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse students, faculty, and staff.
9. Ability to use judgement when dealing with confidential information.
10. Ability to effectively work with people of diverse backgrounds.
11. Demonstrated ability to think creatively to arrive at desired outcomes while employing efficiency.

Desirable Knowledge, Skills, and/or Abilities

1. Knowledge of Michigan Tech policies, procedures, and personnel.
2. Experience working in a research environment.
3. Artistic creativity that can be applied to marketing and outreach activities.
4. Driven by self- and organizational excellence.
5. Experience working in an academic environment or other complex organization.
6. Experience working in a research environment.
7. Experience learning and using a variety of software applications and platforms.
8. Experience creating, planning, and executing events.
9. Experience marketing or advocating for an organization or group.
10. Budget development, monitoring and reconciliation experience.
11. Experience motivating and supervising others towards desired outcomes.

Work Environment and/or Physical Demands

  • This position may require travel; may require long workdays; may require evening and weekend work to meet deadlines; and requires ability to lift in excess of 25 lbs.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 3 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 

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.

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

1.0

FLSA Status

Exempt

Appointment Term

12 months

Pay Rate/Salary

No Less Than $35,000

Title of Position Supervisor

Director of Business and Program Development, Great Lakes Research Center

Posting Type

Internal & External

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

Back to search results Apply now Refer a friend

Share this:

| More