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... For full info follow application link.
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.
