Operations Coordinator

Michigan Technological University; Houghton (MI); On-site; USD 52,000 - 64,000; Full time

Job summary

Michigan Tech is seeking an Operations Coordinator for the APUE office and related units. The role emphasizes efficient administration, workflow management, and financial processing to support undergraduate education initiatives.

The position focuses on coordinating schedules, communications, and data reporting while enhancing office operations and event planning within a dynamic university environment.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 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.
• 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.

Responsibilities

• Serve as the executive assistant to the APUE/Dean of the PHC, including managing the Associate Provost's schedule, travel arrangements, meeting prep, and other needs.
• Manage daily operations of the APUE offices, handling a wide range of confidential administrative tasks.
• Communicate effectively with faculty, staff, and students to optimize department and office operations, ensuring deadlines are met.
• 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, travel, and expenditure reallocations.
• Utilize financial systems (BANNER, WebFocus, Perceptive Content, ASPIRE) to track or report data.
• Assist in planning APUE functions such as meetings, retreats, receptions, and events.
• Coordinate curriculum changes for the annual binder process.
• Coordinate course scheduling, grading deadlines, and instructor verification for multiple semesters.
• Develop dashboards and reports for enrollment, sponsorship, and program metrics.

Skills

Administrative Office Management

Communication

Diversity & Collaboration

Software systems familiarity

Task & Project Management

Education

Bachelor's degree or equivalent

Tools

BANNER

WebFocus

Perceptive Content

ASPIRE

Job description

Ensured Consideration Date: August 31, 2026

Michigan Technological University is an R1 technological research university founded in 1885 in Houghton. Our rural campus is situated just miles from Lake Superior in Michigan's scenic Upper Peninsula and is home to nearly 7,500 students from more than 60 countries around the world. Consistently ranked among the best universities in the country for return on investment, Michigan's flagship technological university offers more than 185 undergraduate and graduate degree programs. Research focus areas include defense, health, energy, automotive, environment, and aerospace.

The area's waters, forests, and snowfall support year-round recreation, including skiing, snowboarding, hiking, biking, and paddling. The University is an integral part of the region, supported by a friendly and welcoming community that takes pride in being a true college town. We embrace our size, climate, sense of adventure, and originality.

Summary

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.

Responsibilities and Essential Duties

Administrative 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.

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 open houses, showcases, sponsor visits, and other APUE events.
• Coordinate student organization meetings, advisory board sessions, and program information sessions.
• Other duties as assigned.

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 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.

Required Education, Certifications, Licensures

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

Required Experience

• 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.

Desirable Education and/or Experience

• 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.

Required Knowledge, Skills, and/or Abilities

• 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.

Desirable Knowledge, Skills, and/or Abilities

• 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.

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 4 required trainings; additional training may be required by the department.

• 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.

Full-Time Equivalent (FTE) % (1=100%)

1

FLSA Status

Exempt

Appointment Term

12 months

Pay Rate/Salary

The minimum salary for this position is $58,000 . The final salary will depend on experience and qualifications.

Title of Position Supervisor

Associate Provost for Undergraduate Education

Posting Type

Internal and External

Dependent on Funding

No

Additional Information

Full ensured consideration will be given to applicants who apply on or before August 31,2026

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.

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].

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.

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. Michigan Tech will provide a paper copy upon request; please contact the Michigan Tech Public Safety.

In compliance with the federal Drug-Free Schools and Communities Act (DFSCA) and its implementing regulations (34 CFR Part 86), Michigan Tech is committed to maintaining a drugfree campus environment and actively promoting the health and safety of its community. Find our notice that outlines the University's policies, legal sanctions, health risks, and available support resources related to the unlawful possession, use, and distribution of illicit drugs and alcohol.