Human Resources

Job Description Summary

The Department Coordinator will be responsible for providing administrative support to the Department Chair, faculty, staff, and students.

Essential Duties & Responsibilities (other duties may be assigned)

1. Work with Applied Computing faculty and staff to organize and contribute to the creation of practices and processes that promote department success.
2. Promote effective coordination and workflow. Track and manage operational deadlines and establish organizational protocol for office duties and services.
3. Maintain a professional, efficient, safe, and welcoming office environment and common areas for employees and visitors. Work with persons from a diverse background to create a sense of belonging, foster a fair, objective, and welcoming place for persons with a wide variety of personal characteristics and viewpoints.
4. 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.
5. Lead the planning and organization of all department functions, retreats, receptions, meetings, special projects, social gatherings, etc.
6. Anticipate the needs of the chair in daily responsibilities, maintain chair’s calendar, assist in planning and scheduling faculty meetings. Attend the department’s faculty meeting, take notes, and transcribe.
7. Assist the chair in creative problem solving with diverse teams of faculty, staff, and students.
8. Analyze information and independently resolve administrative problems; resolve, escalate, or route incoming requests appropriately.
9. Coordinate the GTA/GRA and hourly student payroll process; offer letters, EPAF’s, applying support.
10. Manage and create workflow for the TPR (tenure, promotion, and retention) process, staff appointments, adjunct and research faculty appointments, and yearly reviews.
11. Coordinate class scheduling, final exam schedules, and instructor verification process for fall, spring, and summer semesters.
12. Coordinate curriculum changes for the annual binder process.
13. Coordinate the faculty hiring process with the department chair.
14. Maintain department equipment listing and act as equipment coordinator.
15. Participate in ABET preparations, which includes minutes of meeting, self-studies, and display material collection.
16. Implement strategies for alumni communications and outreach to current and potential donors.
17. Utilize BANNER, Web Focus, Perceptive Content, and ASPIRE to track, access, or report departmental financial and administrative data.
18. Process payroll reallocations, purchasing, check requests, honorariums, inter-account bills, travel reimbursements, purchasing card transactions while utilizing university established guidelines.
19. Demonstrate effective oral and written communication with both internal and external constituents, and across cultural boundaries.
20. Act as graduate program assistant.
21. Respond to daily email questions and concerns from/to MS/PhD applicants.
22. Assist the Graduate Program Directors with record keeping and maintaining graduate student files. Track graduate student progress and participate in the graduate committee meetings.
23. Collect and upload completed graduate forms and upload applicants from Slate.
24. Assist with arranging dissertation proposals and oral final exams. Set up calendar invites, arrange web posting, post in Tech Today.
25. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures (minimum requirements)

• Associate degree or an equivalent combination of education and experience from which comparable knowledge or abilities can be acquired

Required Experience (minimum requirements)

• Experience organizing and coordinating multiple projects and tasks.
•  Experience analyzing basic financial information pertaining to organization process and procedures.
•  Experience using a variety of software packages including, but not limited to Microsoft Office applications and Google Suite.

Desirable Education and/or Experience

• Bachelor’s degree or equivalent experience from which comparable knowledge and abilities about business accounting skills have been acquired.
• Knowledge of university policies and procedures.
• Experience dealing with confidential information and using good judgment.
• Experience managing academic workflow processes.

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

• Ability to handle multiple tasks, priorities, and assignments in a fast-paced environment while keeping a professional and temperate demeanor with minimal supervision.
• Excellent interpersonal, customer service, and oral/written communication skills.

• Demonstrated commitment to contribute to a safe work environment. Able to recognize and respond appropriately to potential and actual unsafe situations.

• Highly organized and able to practice time management skills.
• Demonstrated a ‘can do’ and team player attitude and ability to step in and complete a task or project with a ‘just do it’ mindset.
• Demonstrated ability to exemplify appropriate customer service in working with students, faculty, and all levels of university staff and officials.
• Demonstrated ability to be highly self-motivated in a proactive manner, meet deadlines, and display attention to detail.
• Demonstrated ability to take initiative in managing projects, developing and implementing timelines.
• Demonstrated ability to work both independently and collaboratively.
• Demonstrated pleasant and business-like demeanor and ability to handle a fast-paced environment with a composed demeanor.
• Demonstrated commitment to continuous improvement strategies and apply them to everyday work.
• Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints.

Language, Mathematics and/or Reasoning Skills

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

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.

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

1

FLSA Status

Exempt

Appointment Term

12 months

Shift

Pay Rate/Salary

No Less than $52,000

Title of Position Supervisor

Department Chair

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

Additional Information