"Department Coordinator"

Job Details

Department: Associate Provost for Undergraduate Education

Summary

The Department Coordinator plays a central role in coordinating administrative operations across the APUE area, fostering efficiency, accuracy, and professionalism. This role manages daily office operations, maintains records and reporting systems, coordinates access and resources, and supports faculty, staff, and leadership with a wide range of administrative needs. The coordinator also prepares reports to support accreditation and planning, facilitates communication across departments, and serves as a reliable point of contact for internal and external stakeholders. With responsibilities that span financial processes, HR coordination, data management, and office operations, this position is essential in keeping the APUE area organized, effective, and responsive.

Responsibilities and Essential Duties

Administrative & Office Support

• Support the daily operations of the administrative functions of the area; work independently to manage workflow, problem solve, and complete assigned tasks in a timely manner; and work with leadership to identify and pursue ways to improve efficiency and effectiveness of department reporting and project delivery.
• Anticipate the needs of the Associate Provost for Undergraduate Education in daily responsibilities, maintain the Associate Provost calendar, and assist with scheduling meetings.
• Promote effective coordination and workflow. Track and manage operational deadlines, and establish organizational protocol for office duties and services.
• 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.
• Analyze information and independently resolve administrative problems; resolve, escalate, or route incoming requests appropriately.
• Handle confidential information with discretion and judgment; resolve non-routine issues and facilitate contact with appropriate personnel when required.
• Utilize specific computing systems, including BANNER, WebFocus, Perceptive Content, and ASPIRE to track, access, or report department financial and administrative data.
• Process payroll reallocations, purchasing, check requests, honorariums, travel reimbursements, and purchasing card transactions while utilizing university-established guidelines.
• Assist with ordering and distributing marketing supplies, and assist with marketing material distribution.
• Collaborate with HR, Financial Aid, Sponsored Programs, Financial Services, and other university departments.
• Lead and coordinate curriculum changes for the annual binder process.
• Coordinate course scheduling, grading deadlines, and instructor verification processes for fall, spring, and summer semesters.
• Coordinate the adjunct faculty hiring process.
• Manage and create a workflow for the TPR (tenure, promotion, and reappointment) process, staff appointments, adjunct and research faculty appointments, and yearly reviews, working closely with the Director of Administration.
• Administer and maintain access for internal stakeholders across multiple systems, including facilities, digital platforms, and academic systems.
• Supervise and provide guidance to student employees.
• Commit to continuous improvement and apply safety-related practices to everyday work.
• Complete other duties as assigned.

Event Coordination

• Lead event logistics, including catering, budgeting, room reservations, equipment, supplies, and event-day support for all area functions, retreats, receptions, meetings, and social gatherings.
• Collaborate with various university departments in planning and executing large-scale events such as Design Expo, open houses, showcases, sponsor visits, and other APUE events.
• Coordinate student organization meetings, advisory board sessions, and program information sessions.
• Coordinate and support prospective student tours scheduled through Admissions.

Data, Assessment & Reporting

• With department leadership, identify and prepare routine and ad hoc reports that support the operation and reporting needs of the APUE units, such as recruitment and retention, strategic planning, and assessment/accreditation Assist with creating, organizing, and updating student files, listservs, and student coding in Banweb.
• Design and maintain spreadsheets and databases for program, assessment, and accreditation data.
• Ensure accuracy, integrity, and consistency of data across systems.
• Develop and maintain organized storage systems for area reports and supporting documentation.
• Assist with dashboards and annual reporting, including enrollment, sponsorship, project, and other program metrics.
• Assist faculty and staff with the utilization of assessment tools and resources.

Communication, Outreach & Partnerships

• Serve as the main point of contact and resource for stakeholders of the APUE area.
• Collaborate with the Marketing Manager to contribute and support program communications, including newsletters, blogs, websites, promotional materials, and social media.
• Support the development of partnerships and sponsorship packages, proposals, and recognition activities.
• Prepare and distribute messaging, tutorials, and other resources for faculty, staff, students, and alumni.

Required Education, Certifications, Licensures

Bachelors Degree or an equivalent combination of education and experience from which comparable knowledge or abilities can be acquired.

Required Experience

• Proven experience in organizing, prioritizing, and coordinating multiple projects and tasks in a dynamic environment.
• Experience analyzing and interpreting basic financial data related to organizational processes and procedures.
• Proficiency in a variety of software applications, including but not limited to Microsoft Office Suite and Google Workspace.

Desirable Education and/or Experience

• Familiarity with university policies, procedures, and administrative systems.
• Experience handling confidential or sensitive information with discretion and sound judgment.
• Experience managing academic and administrative workflow processes.

Required Knowledge, Skills, and/or Abilities

• Ability to manage multiple priorities and assignments simultaneously while maintaining a professional and composed demeanor with minimal supervision.
• Exceptional interpersonal, customer service, and written and verbal communication skills.
• Strong organizational and time management abilities, with meticulous attention to detail.
• Demonstrated problem-solving skills, including the ability to identify issues, determine appropriate actions, and escalate when necessary.
• Proven initiative and adaptability, with a proactive, “can-do” attitude and willingness to support team objectives.
• Demonstrated commitment to high-quality service in interactions with students, faculty, staff, and university leadership.
• Strong self-motivation and ability to meet deadlines while maintaining accuracy and thoroughness.
• Ability to plan, coordinate, and execute projects effectively, including the development and implementation of timelines.
• Demonstrated capacity to work both independently and collaboratively in a team-oriented environment.

Desirable Knowledge, Skills, and/or Abilities

• Demonstrated professional and courteous demeanor, with the ability to remain composed and effective when managing shifting priorities.
• Commitment to continuous improvement and the application of best practices in daily operations.
• Proven ability to work successfully and respectfully with individuals representing diverse backgrounds, perspectives, and experiences.
• Experience with enterprise and academic software systems such as Banner, WebFocus, Perceptive Content, ASPIRE, and Ellucian Experience.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 3 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

FLSA Status
Non-Exempt

Appointment Term
12 months

Shift
1st Shift

Pay Rate/Salary
The expected salary for this position is $50,000; however the final salary will depend on experience and qualifications.

Title of Position Supervisor
Director of Administration

Posting Type
Internal & External

Dependent on Funding
No

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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.

If you require any auxiliary aids, services, or accommodations during Michigan Tech’s hiring process please notify the Human Resources office at 906-487-2280 or hr-help@mtu.edu.

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.

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. Michigan Tech will provide a paper copy upon request; please contact the Michigan Tech Public Safety.