Human Resources

Summary

The Director of Administration plays a pivotal role in managing division-wide initiatives and administrative processes within the portfolio of the Associate Vice President for Administration (AVPA). As the AVPA's Chief of Staff and Executive Assistant, this position leads collaborative efforts, facilitates decision-making through information gathering and sense-making, and ensures seamless project execution. With a focus on smooth operations and transformational experiences, the Director of Administration is an integrator who connects work streams that would otherwise remain siloed, a communicator linking the operational units within the AVPA’s division and the University, a broker for gathering wide-ranging views, and a thought partner for the AVPA. Key responsibilities include independently managing diverse tasks, overseeing calendars and logistics, interacting with stakeholders at all levels, and contributing to strategic planning. The role requires meticulous attention to detail, strong organizational skills, integrity in handling sensitive information, and the ability to prioritize effectively amidst evolving priorities. The Director of Administration also manages financial and human resources data, prepares comprehensive reports, and fosters continuous improvement initiatives across the division.

Responsibilities 

● Serves as the AVPA’s Executive Assistant and Chief of Staff for the Administrative and Auxiliary departments in the AVPA’s portfolio.
● Anticipates the strategic and operational needs of the AVPA and works to execute the short and long-term goals of the division.
● Works collaboratively and independently with departmental leaders within the AVPA’s portfolio and across campus on project development and management, organizational activities, and strategic initiatives. Serves on the AVPA’s Senior Staff.
● Promotes effective communication and the coordination and standardization of workflow within the division.
● Interacts frequently with students, staff, faculty, the community, senior-level administrators, and visitors and communicates with internal and external constituents.
● Gives direction and exercises functional supervision of administrative and student staff within the division as needed.
● Analyzes information and independently resolves problems, issues, and concerns; resolves, escalates, or routes incoming requests appropriately.
● Assists the AVPA in confidential and sensitive matters, manages calendars and logistics, schedules travel, maintains operational files, and prepares agendas.
● Independently manages expenditures in the AVPA’s budget and prepares monthly and on-demand reports outlining year-to-date expenses and revenue compared with budgeted amounts.
● Serves as the primary contact for the campus vending machine contract, manages financial performance, and provides operational oversight.
● Works collaboratively with the Manager of Planning and Budget in the financial management of the division.
● Works as the primary liaison with the Human Resources department and leads search processes for the AVPA.
● Prepares and coordinates regular and ad hoc reports for senior-level administrators, the Board of Trustees, and the Portage Golf Course Corporation.
● Conducts research, compiles data, and prepares documents for consideration and presentation. Creates, proofreads, provides thought partnership, and edits documents for the AVPA and unit leaders of the division.
● Coordinates organization-wide data collection, error correction, and reporting of key performance indicators by managing processes, timetables, and dashboards.
● Applies safety-related knowledge, skills, and practices to everyday work and reports and addresses all safety-related concerns.
● Commits to learning about continuous improvement strategies and applying them to everyday work. Actively engage in continuous improvement initiatives at the University and encourage continuous improvement practices among employees.

Required Education, Certifications, Licensures

● Associate’s degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience

● Extensive administrative management experience.
● Demonstrated experience working with budget and financial information.
● Advanced proficiency in Microsoft Office and Google Suite.

Desirable Education and/or Experience

● Bachelor’s degree or higher level of education is preferred
● 5 years administrative or business management experience
● Demonstrated project management expertise and certification
● Experience working in higher education
● 3 years budget management experience that includes budget development, tracking, reconciliation, projections, and accountability for outcomes.
● Experience producing reports that analyze and summarize data.
● Proficiency in enterprise software such as Banner, ImageNow, and ASPIRE.
● Familiarity with Lean principles or continuous improvement strategies.
● Experience developing and editing various types of communication pieces for multiple audiences including content for print and web.

Required Knowledge, Skills, and/or Abilities

● Exceptional interpersonal and communication skills
● Demonstrated ability to work independently and take initiative to solve problems.
● Demonstrated ability to organize and prioritize multiple projects concurrently with attention to detail and accuracy.
● Demonstrated understanding of budget management.
● Demonstrated ability to use judgment when dealing with confidential information.
● Demonstrated ability to effectively carry out responsibilities in a manner that enhances the image of the University.
● Demonstrated ability to effectively adapt to change.
● Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse students, faculty, and staff groups.
● Demonstrated commitment to contributing to a safe work environment. Recognize and respond appropriately to potential and actual unsafe situations.

Desirable Knowledge, Skills, and/or Abilities

● Data visualization skills
● Proficiency in developing professional communications
● Familiarity with change management practices and leading change
● Experience with event planning and execution
● Experience with fundraising and advancement 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. 

Work Environment and/or Physical Demands

Work Environment and/or Physical Demands:
The work environment characteristics and physical demands described here are representative of those employee encounters while performing the essential functions of this job.
● 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.
Personal Protective Equipment (PPE):
● None required.

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

Required Departmental Training: 

● MTU Leadership Competencies Series - When offered
● Staff Search Committee Certification – Within first three months
● Lean White Belt Certification - When first offered
● Lean Systems Training/Green Belt Certification - Within first year

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

1.00

FLSA Status

Exempt

Appointment Term

Shift

Pay Rate/Salary

$62,000 - $72,000 based on qualifications and experience

Title of Position Supervisor

Associate Vice President for Administration

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

● PDF of a business or professional writing sample (report, whitepaper, letter) that you authored within the last 2 years
● PDF of a sample presentation slide deck that you developed within the last 2 years

Additional Information