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Department Coordinator

Department: Materials Science and Engineering

Work Type: Staff - Full Time

Full Time / Part Time: Full Time

Categories: Office/Clerical Support

Department: Materials Science and Engineering

Summary

The Department Coordinator (DC) works with the Chair(s), faculty, and other staff to oversee the budget of the department(s), including budget projections, reporting, and regular balancing of accounts and indices. The DC collaborates with the Chair(s) to advance the mission of the department(s) and to promote collegiality and the harmonious operation of the department. The DC identifies and pursues ways to improve the efficiency and effectiveness of administrative procedures. The DC is also the executive assistant to the chair(s) and supervises administrative support staff .This position will be primarily working with the MSE department but may also provide financial assistance and administrative support in other departments under the College of Engineering as needed.

Responsibilities and Essential Duties

+ Maintain account balances and projections in all general, designated, research, and Michigan Tech Fund accounts.

+ Provide financial and other data to the Chair, faculty, and staff upon request and meet regular deadlines for these and other reporting.

+ Manage the Chair’s calendar, maintain office files and records, communicate with internal and external stakeholders on the Chair’s behalf, and participate in meetings.

+ Coordinate agendas and take minutes at weekly staff and faculty-staff meetings.

+ Oversee and manage the process of hiring including search committee activities for faculty, staff, students, visiting scholars, and post-doctoral fellows.

+ Maintain executive authority for signature approval and decision-making as delegated by the Chair.

+ Oversee and coordinate faculty reappointments, promotion and tenure processes; maintain confidential and sensitive faculty and staff personnel files.

+ Monitor and ensure the department meets Michigan Tech and COE timelines for key events (tenure, faculty review, annual performance evaluations, exit interviews, all required reporting, etc.).

+ Update faculty and staff meeting agendas and keep meeting minutes.

+ Analyze, compare, and evaluate various courses of action and make independent decisions on matters of significance, free from immediate direction, within the scope of the position responsibilities to implement Michigan Tech policies and COE priorities.

+ Serve as grad assistant for the department.

+ Supervise administrative staff.

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

+ Apply safety-related knowledge, skills, and practices to everyday work.

+ Other duties as assigned.

Required Education, Certifications, Licensures

Bachelor’s degree in business administration or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience

Three years progressively responsible experience in a financial environment with preference to an educational/academic department

Experience managing budget and financial data

Desirable Education and/or Experience

• Experience working in an academic department at a higher education institution.

• Experience using BANNER or similar organizational database.

• Accounting experience

Required Knowledge, Skills, and/or Abilities

• Advanced knowledge of accounting principles and standard accounting

practices

• Advanced knowledge of computer software (spreadsheets and databases)

• Excellent communication and organization skills.

• Demonstrated problem-solving skills.

• Proven ability to manage multiple projects including financial, logistical, human resources, and other.

• Demonstrated ability to work with accuracy and attention to detail.

• Demonstrated ability to work independently with little supervision.

• Demonstrated ability to take initiative and plan.

• Demonstrated ability to work as part of a team.

• Demonstrated success in working with persons with a wide variety of personal characteristics and viewpoints

Desirable Knowledge, Skills, and/or Abilities

• Knowledge of Michigan Tech policies, procedures, and personnel.

Work Environment and/or Physical Demands

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 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

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%)

1.00

FLSA Status

Exempt

Pay Rate/Salary

The minimum salary for this position is $62,500. The final salary will depend on experience and qualifications.

Title of Position Supervisor

Department Chair

Posting Type

Internal & External Posting

Dependent on Funding

False

Applicant Instructions

Applicants should submit a resume and cover letter

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.

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.

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 [email protected].

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: 09 Apr 2025 Eastern Daylight Time

Applications close: