Logistics Coordinator

Job Description Summary

The Logistics Coordinator- Orientation Executive Staff (LC-OES) is an integral part of the Waino Wahtera Center for Student Success. LC-OES is the lead for the creation of O-Week Teams, vehicle and room reservations, and the production of the University Welcome for 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 supervise 60-70 Orientation Team Leader (OTL) staff.

Essential Duties and Responsibilities

The Logistics  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).
• Review 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 of Orientation and Transition Programs with the planning and implementation of mid-year orientation.
• Work with the Assistant Director of Orientation and Transition Programs 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 Logistics Coordinator will serve as the leader for the following responsibilities:

• Will work with the Coordinator of WW to maintain and/or create orientation rosters and lists (commuters, transfers, new students) and distribute them as necessary.
• Coordinate all OTL and team assignments with an emphasis on academic programs.
• Coordinate, reserve, and assign all rooms for training and Orientation Week:
  • Transfer Orientation room reservations
  • Athletic Orientation for Fall Athletes only Room Reservations
  • Rozsa Grad school reservations (making sure we don’t overlap any programming with their time)
  • Team Meetings
  • Training Week room
  • Department meeting rooms
  • Packet packing room (Cherry room in Wads)
• The Logistics Coordinator will manage confirmations and walk-throughs, and any necessary building or event signage.
• Collaborate and communicate with all Orientation constituents (faculty, staff, student leaders, offices, etc.) on program development, technical and A/V needs, program logistics, room reservations, and any other needs.
• Coordinate transportation for the OTL Training Week, O-Week, and Move-in (Minivans, golf carts)
• Coordinate all OTL and Orientation Executive Staff shift assignments for Orientation week.
• Create, maintain, and distribute documents for room usage, advising meetings, registration, departmental introductions, OTL shifts, and volunteers.
• Evaluate and coordinate campus resource tour content and routes, including correspondence with participating individuals and departments.
• Collaborate with the Assistant Director to manage the orientation timeline.
• Create and maintain all databases detailing orientation logistics.
• Establish a strong working relationship and collaborate with several campus departments including Facilities Management Registrar’s Office, Auxiliary Services, Athletics, and Residence Education and Housing Services.

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.