Department Coordinator

Department: Library

Summary

The Library Departmental Coordinator performs a wide range of complex and confidential administrative tasks and serves as the primary point of administrative contact with university offices, individuals, and outside organizations. The Departmental Coordinator works closely with all library staff to plan for and meet the short and long-term goals of the library.

Responsibilities 

• Oversee the daily operations of the administrative office and administrative processes that support the library’s departments and functional teams.
  
• Ensure that the library is in compliance with the university’s administrative policies and procedures and that its administrative functions are well-coordinated to promote excellence in customer satisfaction and collegiality.
  
• Work closely with the Library Director on management of departmental budgets including all general, designated, Michigan Tech Fund, and sponsored accounts.
• Order, receive, and route library purchase requests.
  
• Process financial transactions including inter-account bills, check requests, department charges, purchase requisitions, cash deposits and invoices, and budget transfers.
  
• Receive and distribute monthly account statements and perform reconciliations.
  
• Use Banner and Perceptive Content to access and upload financial information and run reports.
  
• Independently analyze departmental financial data and regularly prepare accounting reports.
  
• Oversee financial transactions for the Archives and Circulation Departments and provide backup support for the cash register and credit card system.
• Process budget transfers and other financial transactions for the Friends of the Michigan Tech Library
  
• Assist investigators with preparation and submission of proposals for research awards and project account administration for external funding, including reallocations and cost share monitoring.
  
• Assist with the coordination of staff searches; complete and submit relevant paperwork.
  
• Manage student hiring workflow, student budget requests, and maintain the student budget
  
• Oversee hiring, on/off-boarding and payroll procedures for library staff and student workers, including Web Time Entry, EPAFs, account distribution, and status changes.
  Review Department Payroll reports for accuracy and work with appropriate university offices to address matters that need correction
  
• Review Position Management reports for accuracy and work with HRIS to address matters that need correction
  
• Coordinate the Performance Management Process for non-faculty, non-union staff and student assistant evaluation and reward processes.
  
• Assist the Library Director with confidential, sensitive matters, and maintain confidential files in accordance with university policies and procedures.
  
• Assist library staff with professional development arrangements, including travel.
  
• Serve as the point of contact and coordinator for the annual, library-wide ACRL/IPEDS survey, compile data, and submit final numbers
  21. Special projects as assigned which may occasionally require schedule modification.
  
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives. 

Required Education, Certifications, Licensures

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

Required Experience

• Five years relevant experience organizing and coordinating multiple tasks, budgets, financial data, projects, events, and activities.
  
• Experience using a computer and advanced features of standard office software, such as the MS Office and Adobe products, and web-based productivity resources, such as Google Apps.
  
• Experience working in a customer service environment with a variety of clients/customers.
  
• Experience coordinating people and processes to meet desired objectives.

Required Knowledge, Skills, and/or Abilities

• Strong interpersonal and customer service skills.
  
• Strong oral and written communication skil