Human Resources

Assistant to the Dean

Apply now Job No: 21148
Department: Graduate School
Work Type: Staff - Full Time
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Graduate School

Sub Department: Graduate School 

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

Provide professional and administrative support to the Associate Provost and Dean of the Graduate School. Communicate to internal and external stakeholders on the Dean’s behalf. Assist with the identification, cultivation, and solicitation prospects for gifts to improve advancement initiatives within the Graduate School. Serve as back-up for other Graduate School staff members when needed.

Essential Duties & Responsibilities (other duties may be assigned)

Serve as the primary point of contact for communications to and from the Associate Provost and Dean of the Graduate School.
Responsible for day to day management of the office (including front office coordination).
Manage advancement activities for the Graduate School. These activities include but are not limited to promoting communication between the Graduate School and the Office of Advancement in support of advancement activities, identifying and facilitating connections with potential donors, scheduling meetings and events on behalf of the dean, managing the stewardship process for existing donors, sending donor thank you notes, and preparing reports.
Prepare official internal and external correspondence in collaboration with the dean and on behalf of the dean.
Plan, schedule, organize, and when necessary, prioritize meetings and other events on behalf of the dean.
Coordinate travel arrangements and make all necessary arrangements for the dean and visitors hosted by the dean.
Maintain familiarity with all Graduate School policies and procedures and be able to accurately communicate information to others.
Analyze and independently resolve issues or, if necessary, refer to the appropriate area or person.
Collect and analyze publicly available and confidential information in support of requests for external funding or to provide information for required reports to internal and external entities.
Maintain and update the Graduate School web presence in collaboration with other professional staff in the Graduate School.
Manage the Vista and Peace Corps program enrollment process.
Collect and submit Training Reporting for Institutional Equity.
Owner of Grad-cal (out of the office calendar) and Admin 404 calendar.
Serve on the Commencement Committee and provide administrative support for commencement.
Serve as secretary to the Graduate Faculty Council.
Serve as back-up for other Graduate School staff as necessary.
Serve as the Space and Equipment coordinator.
Work collaboratively with Sponsored Programs and serve as the liaison to MGSC (Michigan Space Grant Consortium)
Assist with orientation and welcome events (update booklet, reserve meeting spaces, etc.)
Track new programs and certificates in conjunction with the Office of the Provost.
Manage and coordinate all payroll processes.
Other duties as assigned.

Required Education, Certifications, Licensures (minimum requirements)

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

Required Experience (minimum requirements)

Experience using personal computers and including word processing, spreadsheet/database, and Google Suite.
Experience using advanced features of databases and spreadsheets.
Experience in maintenance/updates of websites.

Desirable Education and/or Experience

Experience using Banner software.
Experience using WebFocus
Experience in creation and design of websites.
Experience using content management software for web resources.
Experience creating and/or updating forms.
Experience with Adobe Creative Suite.
Experience working in a university setting and familiarity with graduate education.

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

Excellent interpersonal and customer service skills.
Excellent oral and written communication skills.
Professional demeanor and ability to communicate effectively and respectfully orally and in writing with executive-level personnel within and external to the University.
Ability to manage multiple projects simultaneously without loss of accuracy.
Demonstrated organizational and problem solving skills.
Demonstrated ability to use good judgment when dealing with confidential information.
Demonstrated ability to work with accuracy and attention to detail.
Demonstrated ability to work independently and take initiative to solve problems.
Demonstrated ability to work as part of a team.
Positive attitude toward innovation and creativity.
Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty and staff.

Language, Mathematics and/or Reasoning Skills

Outstanding oral and written communication skills
Proficient in mathematics at the College Algebra level or above
Ability to make data-based judgments and to provide logical justifications for those judgments orally and in writing

Work Environment and/or Physical Demands

The work environment is that of a typical office and/or classroom setting.
The noise level in the work environment is usually low to moderate.

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.

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

1.0

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Negotiable Based on Experience and Qualifications; No Less Than $16.80/hr

Title of Position Supervisor

Associate Provost and Dean of the Graduate School

Posting Type

Internal & External

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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