Job Description Summary

Provide administrative support to the chair, faculty and staff in the Electrical and Computer Engineering Department. Independently provide day-to-day front office management for the ECE Department. Responsible for processing accounting, finance and payroll transactions within the department. Plan and coordinate departmental functions, such as meetings, banquets, events, retreats

Essential Duties & Responsibilities (other duties may be assigned)

1. Independently manage operations of ECE’s main office.
2. Greet and assist customers in a professional, friendly and courteous manner.
3. Independently receive and respond to inquiries and provide information about the ECE Department and University community, both in person and via email; draft replies to non-routine correspondence.
4. Provide administrative support to the chair, faculty and staff.
5. Coordinate and process accounting and finance paperwork, including check requests, reallocation of expenditures, budget transfers, Michigan Tech Fund transfers, student travel vouchers, purchase requisitions, etc.
6. Lead departmental payroll functions, including processing EPAFs and managing Banweb time; communicate procedures to department
7. Run monthly Michigan Tech Fund donor/gift reports using MTF database; create thank you letters using mail merge, create finance report using Excel or another spreadsheet software.
8. Run monthly departmental finance reports using Banner and WebFocus.
9. Create departmental reports using data from WebFocus, Banner, ASPIRE and other University sources to track key performance indicators for the chair, such as annual research expenditures.
10. Maintain a departmental purchasing card and process Concur reports
11. Maintain a petty cash fund.
12. Plan and coordinate departmental functions and events, including departmental meetings, banquets, retreats and traditional events
13. Plan, coordinate and arrange professional/research seminars; event set-up, advertise in Tech Today and via email lists, create posters/flyers for events.
14. Plan and coordinate graduation events, including sending out communications to students, invitations to parents, room setup, ordering refreshments.
15. Plan and coordinate ECE summer sessions, which includes soliciting feedback from stakeholders, sending out communications, coordinating on-campus and online conferences, securing housing, collecting payments, maintaining a budget, managing the online store.
16. Coordinate and plan the biennial ECE Academy – collect names from Alumni Association, send invitations, collect RSVPs, arrange banquet ceremony, order plaques for walls.
17. Assist the departmental scheduler with classroom and instructor assignments.
18. Manage departmental email lists, and disperse email communications to faculty, staff and students.
19. Manage the meeting and conference room reservations.
20. Manage the student employment application process, including sending out communications to students regarding open positions; communications with faculty and staff regarding the student employment process; responding to inquiries, maintaining files.
21. Supervise one or more student employees.
22. Coordinate the departmental student awards process.
23. Post events and manage department EDS
24. Assist with faculty and staff searches.
25. Manage building room access software through IT, granting room and lab access to students, faculty and staff.
26. Maintain the multifunction copiers, including calling for repairs, ordering ink cartridges, paper and supplies, troubleshooting problems.
27. Assist with Graduate Program projects as needed.
28. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
29. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures (minimum requirements)

• High School diploma or equivalent.

Required Experience (minimum requirements)

• Five years of working experience.
• Experience using personal computers and basic software packages.
• Experience using Microsoft products including Word and Excel.
• Customer service experience.

Desirable Education and/or Experience

Experience using Google and Adobe products.
• Experience creating forms and documents.
• Experience with accounting and finance.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Excellent customer service and interpersonal skills.
• Excellent oral, written and interpersonal communications skills.
• Ability to perform basic math calculations.
• Ability to learn various departmental and university software.
• Experience working with a diverse population.
• Ability to read, interpret and follow directions.
• Ability to take initiative and independently resolve problems.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

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.

Required University Training:

• 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.

Other Conditions of Employment:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

1.0

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($14.25/hr)

Title of Position Supervisor

Office Manager/ Technical Communications Specialist

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 9/27/2022 - 10/3/2022
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Additional Information

• https://www.mtu.edu/ece/