Department Coordinator

Michigan Technological University; Calumet (MI); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player seeks a Department Coordinator to enhance administrative and business operations within a dynamic research environment. This role is vital for supporting the Advanced Power Systems Research Center's mission to innovate in clean and sustainable power technologies. You'll manage workflows, coordinate financial processes, and lead departmental functions, all while fostering a collaborative atmosphere. If you thrive in a multifaceted role that combines organization with strategic improvement, this opportunity is perfect for you. Join a team dedicated to pioneering advancements in energy efficiency and vehicle technology.

Qualifications

• Minimum of one year of administrative experience in a complex environment.
• Ability to obtain a U.S. Department of Defense security clearance.

Responsibilities

• Support daily operations of the center's administrative functions.
• Assist with financial management and payroll processes.
• Coordinate department functions and events.

Skills

Administrative Skills

Organizational Skills

Customer Service

Problem Solving

Interpersonal Skills

Education

Bachelor's degree in business or equivalent

Tools

MS Office Suite

Adobe Suite

Google Apps

BANNER

WebFocus

Perceptive Content

ASPIRE

Job description

Department: Advanced Power Systems Research Center

Summary The Advanced Power Systems Research Center requires a Department Coordinator to work independently with a focus on administrative and business operations. The ideal candidate will provide comprehensive professional support to center staff. The mission of the Advanced Power Systems Research Center (APSRC) is to promote and facilitate education and research in critical technologies for the development of clean, efficient, and sustainable power and powertrain systems. The APSRC is a multidisciplinary organization that fosters large, collaborative, research efforts in the areas of clean, efficient, and sustainable Power Systems technologies. This Center develops fundamental and applied knowledge that is required for the next generation of low-emission, high-efficiency vehicles and power generation systems. Michigan Technological University is a public research university founded in 1885 in Houghton, Michigan. With more than $300 million in total revenues, $100 million in total research expenditures, and 18 research centers and institutes, Michigan Tech (MTU) fosters a world-class and diverse faculty, staff, and student population and is home to more than 7,200 students from 69 countries around the world. Consistently ranked among the best universities in the country for return on investment, MTU offers more than 120 undergraduate and graduate degree programs in science, technology, engineering, computing, forestry, business, health professions, humanities, mathematics, social sciences, and the arts. Our rural campus is situated on the Keweenaw peninsula just miles from Lake Superior in Michigan's Upper Peninsula, offering year-round opportunities for outdoor adventure. We are Michigan's flagship technological university, grounded in and fueled by our shared vision: to prepare students to create the future. Responsibilities and Essential Duties 1. The department coordinator will support the daily operations of the administrative functions of the center; work independently to manage workflow and assigned tasks; and work with leadership to identify and pursue ways to improve efficiency and effectiveness of department reporting and project delivery. 2. Assist with the financial management of center and project indexes. 3. Lead departmental payroll including department time entry, oversee preparation of EPAFs, oversee reallocations, and overrides. Support coordination with university Payroll, Accounting Services, and Sponsored Programs offices. 4. Coordinate processing of fund transfers among departmental general fund (Axxxx), non-research (Dxxxx), external (Exxxx), and Michigan Tech Fund accounts. Coordinate authorization and create checks requests and inter-account bills. 5. Manage and create workflow for temporary staff appointment/reappointments and student hires. 6. Utilize specific computing systems including BANNER, WebFocus, Perceptive Content, and ASPIRE to track, access, or report department financial and administrative data. With department leadership, identify and prepare routine and ad hoc reports that assist in the operation and reporting needs of the department. 7. Analyze information and independently resolve administrative problems; resolve and prepare routing and ad hoc reports that assist in the operation and reporting needs of the center. 8. Lead the planning and execution of all internal department functions including retreats, receptions, and social gatherings. Support the planning and execution of external center functions and tours. 9. Work with key center personnel to effectively implement process improvements to operational procedures. 10. Serve as the network liaison with peer administrative staff in other departments towards maintaining a productive support network and identification of best practices and continuous improvement strategies. 11. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives. 12. Apply safety-related knowledge, skills, and practices to everyday work. Required Education, Certifications, Licensures Bachelor's degree in business or equivalent field or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Required Experience * Ability to obtain a U.S. Department of Defense security clearance, which requires United States citizenship. May not possess dual citizenship. Minimum of one year of administrative experience within a complex environment. * Relevant administrative experience organizing and coordinating multiple tasks and activities related to payroll, employee processing, accounting, and reporting. * Proficiency using a computer and advanced features of standard office software, such as the MSOffice and Adobe suites, and web-based productivity resources, such as Google Apps. Desirable Education and/or Experience * Experience working in a research focused environment or other complex organization. * Experience creating, planning, and executing events. * Experience using BANNER, Webfocus, Perceptive Content, and ASPIRE. Required Knowledge, Skills, and/or Abilities * Excellent interpersonal and customer service skills. * Demonstrated strong organizational skills and attention to detail. * Demonstrated ability to work independently, plan ahead, and take initiative to solve problems. * Demonstrated ability to work as part of a team. * Ability to work a flexible schedule to meet deadlines. * Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of people. Desirable Knowledge, Skills, and/or Abilities * 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. Language, Mathematics and/or Reasoning Skills Work Environment and/or Physical Demands WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 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 Appointment Term Shift Pay Rate/Salary Negotiable Based on Experience Title of Position Supervisor Director, Business Operations, APSRC Posting Type Internal and External Dependent on Funding True Special Instructions to Applicants (if applicable) Additional Information 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 [e-mail].