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Department Coordinator

Department: Van Pelt and Opie Library

Work Type: Staff - Full Time

Full Time / Part Time: Full Time

Categories: Administrative/Business/Professional

Department: Library

Summary

The Library Departmental Coordinator performs a wide range of complex and confidential administrative tasks and serves as the primary point of administrative contact with university offices, individuals, and outside organizations. The Departmental Coordinator works closely with all library staff to plan for and meet the short and long-term goals of the library.

Responsibilities

+ Oversee the daily operations of the administrative office and administrative processes that support the library’s departments and functional teams.

+ Ensure that the library is in compliance with the university’s administrative policies and procedures and that its administrative functions are well-coordinated to promote excellence in customer satisfaction and collegiality.

+ Work closely with the Library Director on management of departmental budgets including all general, designated, Michigan Tech Fund, and sponsored accounts.

+ Order, receive, and route library purchase requests.

+ Process financial transactions including inter-account bills, check requests, department charges, purchase requisitions, cash deposits and invoices, and budget transfers.

+ Receive and distribute monthly account statements and perform reconciliations.

+ Use Banner and Perceptive Content to access and upload financial information and run reports.

+ Independently analyze departmental financial data and regularly prepare accounting reports.

+ Oversee financial transactions for the Archives and Circulation Departments and provide backup support for the cash register and credit card system.

+ Process budget transfers and other financial transactions for the Friends of the Michigan Tech Library

+ Assist investigators with preparation and submission of proposals for research awards and project account administration for external funding, including reallocations and cost share monitoring.

+ Assist with the coordination of staff searches; complete and submit relevant paperwork.

+ Manage student hiring workflow, student budget requests, and maintain the student budget

+ Oversee hiring, on/off-boarding and payroll procedures for library staff and student workers, including Web Time Entry, EPAFs, account distribution, and status changes.

Review Department Payroll reports for accuracy and work with appropriate university offices to address matters that need correction

+ Review Position Management reports for accuracy and work with HRIS to address matters that need correction

+ Coordinate the Performance Management Process for non-faculty, non-union staff and student assistant evaluation and reward processes.

+ Assist the Library Director with confidential, sensitive matters, and maintain confidential files in accordance with university policies and procedures.

+ Assist library staff with professional development arrangements, including travel.

+ Serve as the point of contact and coordinator for the annual, library-wide ACRL/IPEDS survey, compile data, and submit final numbers

21. Special projects as assigned which may occasionally require schedule modification.

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

Required Education, Certifications, Licensures

Bachelor’s degree or an equivalent combination of education or experience from which comparable knowledge and abilities have been acquired.

Required Experience

+ Five years relevant experience organizing and coordinating multiple tasks, budgets, financial data, projects, events, and activities.

+ Experience using a computer and advanced features of standard office software, such as the MS Office and Adobe products, and web-based productivity resources, such as Google Apps.

+ Experience working in a customer service environment with a variety of clients/customers.

+ Experience coordinating people and processes to meet desired objectives.

Required Knowledge, Skills, and/or Abilities

+ Strong interpersonal and customer service skills.

+ Strong oral and written communication skills.

+ Demonstrated organizational, project management, time management, and problem-solving skills.

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

+ Demonstrated ability to work independently and take initiative to solve problems.

+ Demonstrated ability to work as part of a team in a highly collaborative environment.

+ Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse students, faculty, and staff.

+ Ability to use judgement when dealing with confidential information

+ Demonstrated ability to think creatively to arrive at desired outcomes.

+ Demonstrated commitment to contributing to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

+ Driven by self- and organizational excellence.

+ Experience working in an academic environment or other complex organization.

+ Experience using Banner, Concur, and Perceptive Content.

+ Motivation to learn about continuous improvement methods and to initiate efficient procedure redesign.

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

Work Environment and/or Physical Demands

The work environment is a typical, technology-dependent office with extensive use of a computer workstation. Typical activities include standing, sitting, seeing, hearing, keying, close attention to detailed numeric and textual information, repetitive motions.

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%)

1.00

FLSA Status

Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

The anticipated salary for this position is $56,000; however, the final salary will depend on experience and qualifications.

Title of Position Supervisor

Library Director

Posting Type

Internal & External

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

Full ensured consideration will be given to applicants who apply on or before February 20, 2025

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.

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: 30 Jan 2025 Eastern Standard Time

Applications close: