Human Resources

Summary

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

Responsibilities 

• Collaborate with Applied Computing faculty and staff to organize and contribute to the creation of practices and processes that promote cooperation and collegiality.
• Promote effective coordination and workflow. Track and manage operational deadlines, and establish organizational protocol for office duties and services.
• Maintain a professional, efficient, safe, and welcoming office environment and common areas for employees and visitors.
• 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.
• Lead the planning and organization of all department functions, retreats, receptions, meetings, special projects, social gatherings, etc.
• Anticipate the needs of the chair in daily responsibilities, maintain the chair’s calendar, and assist in planning and scheduling faculty meetings. Attend the department’s faculty meeting, take notes, and transcribe.
• Assist the chair in creative problem-solving with diverse teams of faculty, staff, and students.
• Analyze information and independently resolve administrative problems; resolve, escalate, or route incoming requests appropriately.
• Lead the GTA/GRA and hourly student payroll process; offer letters, EPAFs, applying support, and maintaining records.
• Process payroll reallocations, purchasing, check requests, honorariums, travel reimbursements, and purchasing card transactions while utilizing university-established guidelines.
• Provide the Chair information on lab fee indexes and donated funds.
• Manage and create a workflow for the TPR (tenure, promotion, and reappointment) process, staff appointments, adjunct and research faculty appointments, and yearly reviews, while working with the Director of Administration in the College of Computing.
• Coordinate class scheduling, final exam schedules, and instructor verification process for fall, spring, and summer semesters.
• Coordinate curriculum changes for the annual binder process.
• Amend and approve the instructor verification process.
• Coordinate the faculty hiring process with the department chair.
• Maintain department equipment listing and act as equipment coordinator.
• Participate in ABET preparations, including meeting minutes, self-studies, and display material collection.
• Implement strategies for alumni communications and outreach to current and potential donors.
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in university continuous improvement initiatives.
• Utilize BANNER, Web Focus, Perceptive Content, and ASPIRE to track, access, or report departmental financial and administrative data.
• Demonstrate ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Demonstrate effective oral and written communication with both internal and external constituents.
• Carry out other duties as may arise in the operations of the Department of Applied Computing.

Graduate Program Assistant responsibilities
• Respond to daily email questions and concerns from/to MS/PhD applicants.
• Assist the Graduate Program Directors with record keeping and maintaining graduate student files. Track graduate student progress and participate in the graduate committee meetings.
• Collect and upload completed graduate forms and upload applicants from Slate.
• Assist with arranging dissertation proposals and oral final exams. Set up calendar invites, arrange web posting, post in Tech Today.

Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

Required Education, Certifications, Licensures

High school diploma or an equivalent combination of education and experience from which comparable knowledge or abilities can be acquired.

Required Experience

● 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

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

● 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.

Desirable Knowledge, Skills, and/or Abilities

● 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 working with persons with a wide variety of personal characteristics and viewpoints.

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.

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.

1.0

FLSA Status

Exempt

Appointment Term

12 months

Pay Rate/Salary

The minimum salary for this position is $55,000. The final salary will depend on experience and qualifications.

Title of Position Supervisor

Department Chair

Posting Type

Dependent on Funding