Human Resources

Department Coordinator

Apply now Job No: 24132
Department: Mathematical Sciences
Work Type: Staff - Full Time
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Administrative/Business/Professional

Department: Mathematical Sciences

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

Job Description Summary

The Department of Mathematical Sciences requires a department coordinator to work independently with a focus on managing the administrative and
business operations. The ideal candidate will provide comprehensive
professional support to the department chair, faculty, staff, and students.

Essential Duties & Responsibilities (other duties may be assigned)

  • Effectively perform a wide range of complex and confidential administrative tasks; Independently analyze departmental financial data and prepare accounting reports regularly
  • Communicate effectively with faculty, staff, and students to optimize department and office operations; Ensure that deadlines are met, and tasks are completed.
  • Manage and maintain appropriate balances in general, designated, and Michigan Tech Fund accounts
  • Manage payroll, timekeeping, purchase authorizations, and the oversight of EPAF functions
  • Assist faculty with managing research grants
  • Manage and process summer faculty salaries for both teaching compensation and research compensation from sponsored projects
  • Manage and create a workflow for faculty searches appointment/reappointments, adjunct and research faculty appointments/reappointments, promotions and tenure, and student hires
  • Utilize BANNER, WebFocus, Perceptive Content, and ASPIRE to track access or report department financial and administrative data. With the chair, identify and prepare routine and ad hoc reports that assist in the operation and reporting needs of the department
  • Maintain and update mathematical sciences websites. Assist with organization and development of department marketing material
  • Lead the planning and organization of all department functions, retreats, receptions, social gatherings, and award nominations, etc.
  • Supervise and provide direction to the UAW clerical staff, temporary administrative employees, and administrative student workers to leverage productivity, efficiency, and delivery of office services and responsibilities described here
  • Create an effective office organizational structure that is responsive to faculty, chair and student needs
  • Participate in department meetings and maintain meeting minutes. Serve as staff representative on departmental committees, if requested
  • Serve as the network liaison with peer administrative staff in other departments towards maintaining a productive support network and the identification of best practices and continuous improvement strategies
  • Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives
  • Apply safety related knowledge, skills, and practices to everyday work

Required Education, Certifications, Licensures (minimum requirements)

  • Bachelor's degree in business or a related field or equivalent combination of education and experience from which comparable knowledge and abilities have been acquired

Required Experience (minimum requirements)

  • Successful progression working in administrative support
  • Experience managing budget and financial data
  • Relevant experience showing the ability to effectively work with people of diverse backgrounds
  • Experience using a variety of software packages

Desirable Education and/or Experience

  • Experience working in higher education
  • Experience using advanced features of Microsoft Office applications and Google Suite
  • Experience creating, planning, and executing events
  • Experience supervising others

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

  • Demonstrated ability to handle confidential information and exhibit good judgment
  • Demonstrated ability to provide excellent customer service
  • Demonstrated ability to be highly self-motivated in a proactive manner, meet deadlines, and display attention to detail with accuracy.
  • Demonstrated ability to take initiative in managing projects and develop and implement 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.
  • Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of people.
  • Apply safety related knowledge, skills, and practices to everyday work

Desirable Knowledge, Skills, and/or Abilities

  • Knowledge of Michigan Tech policies, procedures, and personnel.
  • Artistic creativity that can be applied to department marketing and outreach activities.
  • 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. 

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:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

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

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


FLSA Status


Pay Rate/Salary

Negotiable Based on Experience

Title of Position Supervisor

Department Chair

Posting Type

Internal & External

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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