Department Coordinator

Summary

The Chemistry 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 Chemistry Department but may also provide financial assistance and administrative support in other departments under the College of Sciences & Arts as needed.

Responsibilities and Essential Duties

1.Manage the daily operations of the Chemistry administrative office. Work independently to manage workflow, develop office procedures, set performance standards, 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 processed 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.
2. Mange the Chair's calendar, maintain office files and records, communicate with internal and external stakeholders on the Chair's behalf, and participate in meetings.
3. Manage the Department budget including developing and monitoring budgets in general, designated and research accounts and project balances. Includes authorizing departmental payroll, EPAF's, reallocations and overrides, purchasing, check requests, inter-account bills, travel reimbursements, and purchasing card transactions.
4. Interface with Advancement to develop and implement strategies for alumni communications and outreach to current and potential donors. Track Michigan Tech Fund Accounts.
5. Assist faculty with research awards and project account administration for external funding.
6. Manage and create workflow for faculty and staff appointments/reappointments, adjunct and research faculty appointments, promotions and tenure, and student hires.
7. Oversee and manage the process of hiring including search committee activities for faculty, staff, students, visiting scholars, and post-doctoral fellows.
8. Supervise and provide direction to the UAW clerical staff, temporary administrative employees, and administrative student workers to leverage productivity, efficiency, and delivery of office organizational structure that is responsive to faculty and chair needs.
9. 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 CSA priorities.
10. Utilize BANNER, Web Focus, Perceptive Content, and ASPIRE to track, access, or report departmental financial and administrative data. With the Chair, identify and prepare routine and ad hoc reports that assist in the operation and reporting needs of the department.
11. Lead the planning and organization of all department functions, retreats, receptions, meetings, social gatherings, etc.
12. Analyze information and independently resolve administrative problems; resolve, escalate, or route incoming requests appropriately.
13. Assist the Chair in creative problem solving with diverse teams of faculty, staff, and students.
14. Other duties as assigned.
15. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in university continuous improvement initiatives.
16. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures

Bachelor's degree in business or a related field or equivalent combination of education and experience from which comparable knowledge and abilities have been acquired.

Required Experience

* Two years of experience in a supervision role.
* Three years progressively responsible experience in a financial environment with preference to an educational/academic department.
* Experience managing budget and financial data.
* Experience showing ability to work with attention to details and with accuracy.

Desirable Education and/or Experience

* Experience working in an academic setting.
* Experience working in an academic department at a higher education institution.
* Experience using BANNER or similar organizational database.
* Experience working with Sponsored Programs procedures/requirements.
* Accounting or finance experience.

Required Knowledge, Skills, and/or Abilities

* Excellent interpersonal and customer service skills.
* Ability to multi-task and pivot effort to meet customer needs while maintaining productivity and meeting deadlines.
* Evidence of effective written and verbal communication skills.
* Ability to work independently.
* Advanced knowledge of accounting principles and standard accounting practices.
* Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
* Demonstrated commitment to contribute to a safe work environment.
* 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

* Demonstrated knowledge of university policies and procedures.
* Knowledge of Lean (or similar) principles for improving processes and operational efficiency.

Work Environment and/or Physical Demands

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.

1.00

FLSA Status

Exempt

Pay Rate/Salary

The minimum salary for this position is $57,000. The final salary will depend on experience and qualifications.

Title of Position Supervisor

Department Chair

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

Please include a cover letter and references with your resume when applying.

Additional Information

Learn more about us at https://www.mtu.edu/chemistry/