Communication Coordinator

Job Description Summary:

The Communication Coordinator- Orientation Executive Staff (CC-OES) is an integral part of the Waino Wahtera Center for Student Success. CC-OES is the lead in the design, production, and distribution of key electronic and printed documents in regard to Orientation at Michigan Tech. They will assist with the hiring of the Orientation Team Leaders. They will work closely with the other members of the OES team to train, and assist in supervising 60-70 Orientation Team Leader (OTL) staff.

Essential Duties and Responsibilities:

The Communication Coordinator Orientation Executive Staff will share the following responsibilities:

• Plan and implement all aspects of Fall Orientation and associated outreach activities (see individual descriptions below for details).
• Assist the Assistant Director in reviewing Orientation feedback results; identify areas of success and growth, and make recommendations for program improvements.
• Serve on the selection committee for Wahtera Center Student Employees, reviewing applications, and assisting in the planning and delivery of information sessions, group process, individual interviews, and offer letters.
• Serve as a leader, role model, and supervisor to the Orientation Team Leaders.
• Assist in planning and delivering OTL Spring Training and Summer Training Modules on Canvas.
• Assist the Assistant Director with the planning and implementation of mid-year orientation.
• Work with the Assistant Director to implement the new student check-in process.
• Answer the orientation@mtu.edu email account and provide office assistance as needed (answering phones, walk-in customer service, etc.)
• Perform other duties as assigned.

Required Experience (minimum requirements):

• A minimum of one year of experience as an Orientation Executive Staff or similar position is required.
• Must be enrolled as a full-time student for the duration of appointment (Fall 2024 through Fall 2025)
• Maintain a 2.75 minimum grade point average and be free (and remain free) of University disciplinary sanctions.
• Must have satisfactory academic progress towards their degree. 

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

• Demonstrated understanding of the purpose of Orientation and the desire to support new students’ transition to college.
• Positive attitude, strong motivation, high integrity, and ability to represent Michigan Tech professionally.
• Strong leadership, mentoring, role modeling, and the ability to hold peers accountable.
• Demonstrated ability to use good judgment when dealing with confidential, sensitive, or critical information.
• Ability to exercise good judgment, make informed decisions, and actively solve problems.
• Ability to manage multiple projects simultaneously without loss of quality or accuracy.
• Strong personal wellness, including the ability to effectively manage time and stress, prioritize, and meet deadlines.
• Strong organizational skills and the ability to work with accuracy and attention to detail.
• Excellent interpersonal and customer service skills.
• Ability to communicate and collaborate effectively across multiple and diverse constituencies (students, faculty, staff, etc.).
• Ability to seek, receive, and use feedback for the improvement of both oneself and orientation programs.
• Computer proficiency, including Google Applications (Docs, Sheets, Calendar, Forms, etc.) and Microsoft Office (Word, Excel, Access, etc.).
• Other duties as assigned by the Assistant Director of Orientation and Transition Programs or the Director of the Wahtera Center. 
  
  

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 position requires a valid driver’s license for van certification.
• The position often involves moving supplies (check-in packets, tee shirts, supplies, etc.) and setting up (moving tables and chairs) for events.
• The position involves a considerable amount of walking/travel across campus.

Required University Training:

• Employee Safety Overview (online)
• Anti-harassment, Discrimination, and Retaliation Training (online)
• FERPA (Canvas)
• Safe Place (Center for Diversity and Inclusion)
• MHFA (strongly encouraged)
• SAA Student Employee Training
• Van certification
• Other as assigned

References:

2 professional letters of reference are required.

• At least one campus faculty or staff member

Required Applicant Documents:

• Resume
• Cover Letter

Additional Position Description:

The Communications Coordinator will serve as the leader for the following responsibilities:

• Will work in collaboration with all OES, UMC, and the Assistant Director to create the theme and branding for Fall Orientation.
• In coordination with UMC, develop and maintain a detailed project plan, including timelines as well as gather content and share concepts for printed pieces
• Review initial content and draft documents to ensure accuracy and provide updates and feedback as needed
• Maintain effective communication with UMC to provide updates, address concerns, and track progress to ensure that project deadlines are met
• Act as liaison between the Orientation Team and UMCThe Communication Coordinator will work closely with Guidebook Tech support to ensure that the app is updated and functioning properly.
• Lead in the development of theme and design concepts of key electronic and printed documents, including but not limited to:
  • Mailers and postcards to families of incoming students
  • Orientation schedule book
  • Slideshow for Rozsa events and University Welcome
  • Informational webcasts
  • Check-in and orientation signage
  • OTL t-shirts, swag, stickers, etc.
• The Communication Coordinator will work in conjunction with the Assistant Director to ensure that the proper marketing materials are produced for the hiring of the OTL.
• The Communication Coordinator will collaborate with the Logistics Coordinator and UMC to create name tags, labels, and other materials related to team lists.
• The Communication Coordinator maintain a vibrant social media presence through Facebook and Instagram to highlight Orientation information and events.
• The Communication Coordinator will work with the Assistant Director to coordinate and compile the packet materials for new student check-in, including labels and name tags.
• In collaboration with the L-OES, they will coordinate video production, and photo opportunities throughout Spring, Summer, and OTL training and O-Week.
• The Communication Coordinator will collaborate with the Training Coordinator to produce the OTL Handbook.
• Establish a strong working relationship with several campus units, including University Marketing and Communications, Print Services, Information Technology Services, and the Dean of Students Office.

OES Expectations Contract

Orientation Executive Staff will:

1. Review Predecessor Report by January 6, 2025
2. Review Fall 2024 Orientation Feedback by January 31, 2025
3. Attend weekly check-in meetings with OES and professional staff. If you will be absent you must contact your supervisor beforehand.
4. Abide by the dress code while in the office or when meeting with orientation stakeholders. At times more casual dress is appropriate and this will be communicated to OES when this is allowed (moving equipment/supplies, participating in outdoor activities, etc)
5. Abide by expected work hours outlined in the job description. This includes remote work conducted outside the physical office.
6. Abide by communication expectations with OES, OTLs, professional staff, and other orientation stakeholders.
   1. OES should choose one consistent form of communication that works for all OES, OTLs, and professional staff members (Discord, Google Workspace, etc)
   2. OES should respond to communication in a timely manner (24-48 hours during business days)
   3. OES will communicate in a professional manner with OES, OTLs, professional staff, and other orientation stakeholders
7. Abide by the chosen task-management system chosen by professional staff. This will outline due dates, who is responsible for specific tasks, and any templates needed.
   1. You are expected to adhere to the deadlines set in the task management system
8. Attend professional development sessions selected by professional staff
   1. Office Etiquette & Structure of Student Affairs
   2. Conflict Management
   3. Addressing Burnout
   4. Any Student Affairs Student Training modules (ex: FERPA, Safety, etc)

Failure to abide by the above expectations will result in the following consequences:

If an OES member has multiple first offenses for not meeting multiple expectations the Assistant Director and Assistant Dean reserves the right to move forward with second, third, or fourth offense consequences. 

• First offense: Verbal discussion with supervisor (this may also include Lead OES when appropriate) to alert OES member about what expectation wasn’t met and that another offense would result in a written warning
• Second offense: Written warning emailed to OES member from the Assistant Director, CC’ing the Assistant Dean
• Third offense: Meeting with the Assistant Dean to discuss concerns, other consequences may be discussed during this meeting and at the discretion of the Assistant Dean
• Fourth offense: Removal from position

Contact us at (906) 487-3558 or success@mtu.edu with any questions.