Human Resources

Administrative Aide 7

Apply now Job No: 21323
Department: Institutional Equity
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Institutional Equity

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

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 other accommodations to apply for employment, or for an interview, at Michigan Technological University, please notify the Human Resources office at 906-487-2280 or mtujobs@mtu.edu.

Job Description Summary

Execute administrative functions in a strictly confidential, professional, and timely manner.

Essential Duties & Responsibilities (other duties may be assigned)

1. Provide administrative support for staff members within the areas of Institutional Equity and Academic and Community Conduct.
2. Greet and assist a diverse population of customers in a caring, inclusive, confidential, and courteous manner and provide information and/or referral on appropriate programs and services.
3. Independently organize and prioritize work assignments and take initiative to solve problems to meet deadlines in a complex work environment; independently respond to routine/non­routine inquiries.
4. Provide backup administrative support to the Center for Student Health and Well-being.
5. Manage logistics of EverFi training courses for employees and students . This includes running reports, uploading new employees, students and special populations according to annual timelines, assigning training, answering employee/student inquiries, troubleshooting issues, placing and removing holds based on completion, etc. Serve as main contact for EverFi customer service representative.
6. Create and update content on Equity, Title IX, and Conduct web pages utilizing current CMS system.
7. Assist with maintenance and tracking of confidential employee, student, and operational/ case files regarding harassment and discrimination complaints. Assist with managing file retention according to university policy.
8. Maintain databases for tracking training, communication, and events provided by department staff and also the programs/conferences that department staff attend.
9. Utilize Banner and WebFocus software to update and retrieve employee/student information and to run various reports for statistical tracking, monthly and annual reporting purposes.
10. Create, review, proofread, and edit correspondence/communications, both in print and online related to department programs and services.
11. Provide administrative assistance for committees coordinated through Institutional Equity such as the Title IX Awareness Committee, ADA Committee, and Accessible Technology Working Group (reserve meeting locations, invite participants, prepare agendas, record minutes, prepare and distribute minutes, create Zoom meetings as needed, etc).
12. Initiate and execute inter-departmental paperwork including check requests, inter-account bills, purchasing card reallocations, travel reimbursement and purchase requisitions up to a designated amount with delegated authority from the Executive Director.
13. Maintain current knowledge of university policies and procedures and independently respond to complex questions regarding department procedures and services.
14. Oversee and coordinate daily administrative functions including receiving, screening and routing telephone calls and mail, coordinating mass mailings, and composing routine correspondence.
15. Schedule meetings, reserve meeting rooms, arrange for appropriate resources including audio/visual needs and food service, and prepare agendas as necessary.
16. Schedule travel, including completing conference registrations, reserving hotel rooms, booking flights, etc. as required for staff.
17. Promote effective communication and work flow within the department.
18. Maintain professional memberships and subscriptions for office staff.
19. Maintain calendars for the staff.
20. Compile statistical data and prepare reports as necessary utilizing advanced features of word processing, spreadsheet and database software.
21. Respond to concerns and inquiries with diplomacy and tact.
22. Assist compiling hire paperwork for Institutional Equity employees.
23. Assist with special projects, functions, and events.
24. Act as Space Coordinator for the department and use ASPIRE to update rooms and index assignments.
25. Act as equipment and supply coordinator for the department.
26. Integrate safety practices into daily activities.
27. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

Required Education, Certifications, Licensures (minimum requirements)

* High school diploma, GED, or an equivalent combination of education and experience from which comparable knowledge and abilities can be required.

Required Experience (minimum requirements)

* 3 years experience in secretarial/administrative work and customer service within a complex office.
* 3 years experience using personal computers and software packages/web based tools such as Microsoft Office Suite and Google Suite.
* Experience using advanced features of word processing applications such as utilizing columns or tables, sorting and mail merges.
* Experience using advanced features of spreadsheet/database software.
* Experience updating and maintaining web pages.

Desirable Education and/or Experience

* Experience using Banner, WebFocus, Concur, Perceptive Content, and Aspire.
* Experience in a Higher Education secretarial or administrative role.

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

* Superior interpersonal, customer service, and written/oral communication skills.
* Demonstrated ability to independently organize and prioritize work assignments and take initiative to solve problems to meet various deadlines in a complex work environment.
* Demonstrated ability to use sound, professional judgment when working with confidential information.
* Demonstrated ability to work with accuracy and attention to detail.
* Demonstrated knowledge of proper grammar, spelling, and punctuation.
* Demonstrated ability to work under conditions of frequent and multiple interruptions.
* Demonstrated ability to learn new computer skills.
* Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
* Demonstrated ability to adapt effectively to change.
* Demonstrated ability to remain calm under pressure and manage stressful situations.
* Demonstrated ability to engage professionally in a pleasant, inclusive, patient, and supportive way with diverse students, faculty, employees, vendors, government officials, legal representatives, and other constituencies.
* Demonstrated ability to discern and prioritize complex information.
* Demonstrated ability to develop specific goals and plans to prioritize, organize, and accomplish the work.
* Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

* Knowledge of accessible technology.
* Demonstrated ability to foresee and adjust to complicated and complex situations
* Working knowledge of university policies and procedures such as the Student Code of Conduct and the Title IX Policy.
* Knowledge of federal regulations such as EEO, Affirmative Action, Title IX, and the ADA.

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.

As of January 4, 2022, Michigan Tech is requiring all faculty, staff, temporary and student employees to be vaccinated for COVID-19 due to the Federal Contractor Vaccine Mandate or have an approved exemption for a religious or medical reason.  This includes those working remotely.  More information on this policy is available on the mtu flex website.

Full-Time Equivalent (FTE) % (1=100%)

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($14.00/hr).

Title of Position Supervisor

Assistant Director

Posting Type

Internal & External Posting

Special Instructions to Applicants (if applicable)

UAW Posting 11/30/2021 - 12/6/2021
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.


Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Standard Time
Applications close:

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