Administrative Aide 7

Apply now Job No: 22143
Department: Human Resources
Work Type: Union
Location: Lakeshore Center (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Human Resources, Office/Clerical Support

Department: Human Resources

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

Perform clerical and administrative support functions for the Benefits Office. Provide front line customer service to faculty, staff, students and visitors.

Essential Duties & Responsibilities (other duties may be assigned)

1. Greet and assist customers in a friendly, courteous manner
2. Receive and route telephone calls
3. Answer routine questions and resolving problems when appropriate
4. Schedule appointments/meetings and maintain Benefits Staff calendar
5. Review and respond to Benefits email
6. Be prepared to route non-routine requests for information to the appropriate person within Human Resources
7. Receive and route mail
8. Receive, process and maintain employee education and TRIP forms
9. Build and maintain packets for employee benefits orientation; employee exit; RSVP meetings; parental leave; short-term disability meetings
10. Calculate and track RSVP points and eligibility
11. Calculate, data enter and track leave balances
12. Process vacation payouts for exiting employees
13. Update Benefit forms and Benefit website information
14. Update and maintain the Benefits section of the HR website
15. Process print requests
16. Complete deduction adjustments for payroll
17. Maintain and update permanent, confidential Employee Benefit files
18. Data enter and maintain employee benefit records in Banner
19. Receive Electronic Personnel Action Forms (EPAF) using the Banweb system for exiting employees
20. Complete benefit vendor audits
21. Track and send Affordable Cares Act offer letters
22. Prepare check requests and Reallocation of Expenditures
23. Run Banner reports related to employee benefits
24. Be knowledgeable about the organization and business of the Benefits Office
25. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
26. Integrate safety practices into daily activities
27. Assist with special projects, functions and events
28. Responsible for special projects as assigned by department
29. Apply safety-related knowledge, skills, and practices to everyday work.
30. Other duties as assigned

Required Education, Certifications, Licensures (minimum requirements)

  • High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired

Required Experience (minimum requirements)

* Three years office/clerical experience
* Three years of proven high-quality customer service experience
* Three years’ experience using personal computers including Microsoft Word and Excel

Desirable Education and/or Experience

• Familiarity and experience with Banner
• Experience creating forms
• Experience working with people from multiple countries and cultures
• Excellent interpersonal, customer service and written/oral communication skills
• Demonstrated willingness and ability to learn and follow instructions
• Demonstrated ability to work effectively with frequent and multiple interruptions
• Demonstrated ability to simultaneously work on multiple projects
• Demonstrated knowledge of proper grammar, spelling and punctuation

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

• Excellent interpersonal, customer service and written/oral communication skills
• Demonstrated willingness and ability to learn and follow instructions
• Demonstrated ability to work effectively with frequent and multiple interruptions
• Demonstrated ability to simultaneously work on multiple projects
• Demonstrated knowledge of proper grammar, spelling and punctuation
• Demonstrated excellent attendance record
• Demonstrated ability to be flexible and adapt to changing priorities
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of an office
• 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

* Familiarity and experience with employee benefits plans
* Familiarity and experience with employee wellness programs

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.

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

Manager of Benefits and Wellness

Posting Type

Internal and External

Special Instructions to Applicants (if applicable)

UAW Posting 5/19/2022 - 5/25/2022
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Your references should include the contact information for at least three (3) professional references


Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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