Operations Coordinator

Michigan Technological University•Houghton, MI

48d•$58,000•Onsite

About The Position

Michigan Technological University's Associate Provost for Undergraduate Education (APUE) office seeks a highly motivated and qualified individual to serve as Operations Coordinator for the APUE and associated units, including the Essential Education program, Office of Assessment for Curricular Effectiveness, Pavlis Honors College (PHC), and Study Away and Abroad Experiences. The primary focus will be on managing administrative and business operations efficiently and effectively, and administratively supporting the APUE. The Operations Coordinator oversees the management and communication of the APUE office and provides personnel and workflow management oversight.

Requirements

Bachelor’s degree or equivalent combination of education and experience from which comparable knowledge and abilities have been acquired.
Administrative Office Management: At least 2 years of experience efficiently managing or running an administrative office.
Strong Communication Skills: Exceptional written and interpersonal/oral communication abilities.
Demonstrated ability to work effectively with individuals from diverse backgrounds.
Proficiency with Software Systems: Experience using various software systems to generate financial reports.
Task and Project Management: Proven ability to prioritize, organize, and coordinate multiple tasks, projects, and activities.
Interpersonal Skills: Exceptional interpersonal and customer service abilities.
Communication Skills: Outstanding oral and written communication skills.
Organizational and Management Skills: Proven organizational, project management, time management, and problem-solving skills.
Attention to Detail: Demonstrated ability to work accurately with strong attention to detail.
Independence and Initiative: Ability to work independently, take initiative, and solve problems proactively.
Cultural Competence: Effective communication across cultural boundaries and the ability to work harmoniously with diverse groups of faculty, staff, and students.
Self-Motivation and Proactivity: Highly self-motivated, proactive in meeting deadlines, and meticulous in ensuring accuracy.
Project Management: Proven ability to take initiative in managing projects and developing and implementing timelines. Sound judgment in handling confidential information.
Safety Knowledge: Application of safety-related knowledge, skills, and practices to everyday work.

Nice To Haves

Experience in Budget and Finance: At least 1 year of experience working with budgets and financial data.
Proficiency with Reporting Tools: Familiarity with tools such as BANNER, WebFocus, Concur, and ASPIRE.
Academic or Large Organization Experience: 5 years of experience working in an academic environment or other organization with greater than 75 employees.
Gift Transmittals and Grant Proposals: Experience processing gift transmittals and grant proposals.
Event Planning and Execution: Experience in creating, planning, and executing events.
Advanced Software Proficiency: Experience using advanced features of Microsoft Office applications and Google Suite.
Supervisory Experience: Experience in supervising other team members.
Familiarity with Institutional Policies: Knowledge of Michigan Tech policies, procedures, and personnel.
Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints.

Responsibilities

Serve as the executive assistant to the APUE/Dean of the PHC, including managing the Associate Provost’s short and long-term schedule, travel arrangements, preparation for meetings, and other needs.
Manage daily operations of the APUE offices, performing a wide range of complex and confidential administrative tasks efficiently.
Communicate effectively with faculty, staff, and students to optimize department and office operations, ensuring deadlines are met and tasks are completed.
Manage and create workflows for staff searches, appointments/reappointments, adjunct faculty appointments/reappointments, and student hires.
Prepare and submit financial paperwork, including university and Tech Fund check requests, budget transfers, budget modifications, deposits, payroll reallocations, student travel, and expenditure reallocations, working with the budget or financial manager as needed.
Utilize financial systems (BANNER, WebFocus, Perceptive Content, and ASPIRE) to track, access, or report department financial and administrative data, in coordination with the budget or financial manager.
Analyze, monitor, and communicate policies and procedures.
Assist in the planning and organization of APUE functions, such as advisory board meetings, retreats, receptions, and other events.
Coordinate curriculum changes for the annual binder process.
Coordinate course scheduling, grading deadlines, and instructor verification processes for fall, spring, and summer semesters.
Manage and create a workflow for staff appointments, adjunct faculty appointments, and yearly reviews.
Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in university continuous improvement initiatives.
Apply safety-related knowledge, skills, and practices to everyday work.
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 open houses, showcases, sponsor visits, and other APUE events.
Coordinate student organization meetings, advisory board sessions, and program information sessions.
Other duties as assigned.
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 programming, assessment, and accreditation data in coordination with the assessment manager.
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.