Department Coordinator

Michigan Technological University

United States, Michigan, Houghton

1400 Townsend Drive (Show on map)

Aug 30, 2025

Department: Graduate School

Summary	The Graduate School is seeking an experienced and collaborative Department Coordinator to provide professional and administrative leadership within the Graduate School. This critical role is designed for a professional who is passionate about higher education and committed to fostering a supportive and collaborative environment across all our units. The coordinator will be responsible for managing day-to-day operations, as part of a dedicated team, and driving the efficient execution of all administrative processes. If you are a proactive and strategic thinker with proven leadership skills, we invite you to apply and help us shape the future of graduate education.
Responsibilities and Essential Duties	o Serve as the primary point of contact for communications to and from the Dean of the Graduate School. o Responsible for the day-to-day management of the office. o Manage advancement/tech fund activities for the Graduate School. o Prepare official internal and external correspondence in collaboration with the dean and on behalf of the dean. o Plan, schedule, organize, and prioritize meetings and other events on behalf of the dean. o Coordinate travel arrangements and make all necessary arrangements for the dean and visitors hosted by the dean. o Maintain familiarity with all Graduate School policies and procedures and be able to accurately communicate information to others. o Analyze and independently resolve issues or, if necessary, refer to the appropriate area or person. o Collect and analyze publicly available and confidential information in support of requests for external funding or to provide information for required reports to internal and external entities. o Maintain and update the Graduate School web presence in collaboration with other staff in the Graduate School. o Collect and submit Training Reporting for Equal Opportunity Compliance and title IX. o Serve on the Commencement Committee and provide administrative support for commencement. o Serve as secretary to the Graduate Faculty Council. o Serve as the Space and Equipment coordinator. o Manage and organize events such as orientation and welcome week. o Track new programs and certificates in conjunction with the Office of the Provost. o Manage soliciting for and awarding of the Dean's Award for Outstanding Scholarship and Outstanding Graduate Student Teaching Award. o Disseminate and collect data for the Graduate Student Exit Survey. o Streamline processes to improve workflow, efficiencies, and productivity. o Provide clerical support and back-up for other Graduate School staff as necessary. o Other duties as assigned
Required Education, Certifications, Licensures	Bachelor's degree or an equivalent combination of education and experience from which comparable knowledge and abilities have been acquired.
Required Experience	* Experience using personal computers and including word processing, spreadsheet/database, and Google Suite. * Experience using advanced features of databases and spreadsheets. * Experience in maintenance/updates of websites.
Desirable Education and/or Experience	* Experience using Banner software. * Experience using WebFocus * Experience in the creation and design of websites. * Training in continuous improvement using Lean principles * Experience using content management software for web resources. * Experience creating and/or updating forms. * Experience with Canva. * Experience working in a university setting and familiarity with graduate education.
Required Knowledge, Skills, and/or Abilities	* Excellent interpersonal and customer service skills. * Excellent oral and written communication skills. * Professional demeanor and ability to communicate effectively and respectfully orally and in writing with executive-level personnel within and external to the University. * Ability to manage multiple projects simultaneously without loss of accuracy. * Demonstrated organizational and problem solving skills. * Demonstrated ability to use good judgment when dealing with confidential information. * Demonstrated ability to work with accuracy and attention to detail. * Demonstrated ability to work independently and take initiative to solve problems. * Demonstrated ability to work as part of a team. * Positive attitude toward innovation and creativity. * Demonstrated success in working with persons with a wide variety of personal characteristics and viewpoints.
Language, Mathematics and/or Reasoning Skills	* Outstanding oral and written communication skills * Proficient in mathematics at the College Algebra level or above * Ability to make data-based judgments and to provide logical justifications for those judgments orally and in writing
Work Environment and/or Physical Demands	The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. * The work environment is that of a typical office and/or classroom setting. * 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 training courses: * Employee Safety Overview * Annual Data Security Training * Anti-Harassment, Discrimination, Retaliation Training * Annual Title IX Training Additional training will be required by the department on a periodic basis. 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	12 months
Pay Rate/Salary	The anticipated salary range for this position is $50,000 - $54,000; however, the final salary is negotiable based on experience and qualifications
Title of Position Supervisor	Manager of Administration
Posting Type	Internal & External
Dependent on Funding	No

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 hr-help@mtu.edu.