Administrative Aide 8

Apply now Job No: 22144
Department: Career Services
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Career Services

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

Job Description Summary

Career Services is searching for an outstanding individual to join our dynamic team. This front-line position is responsible for providing exceptional customer service for students, faculty, staff, and recruiters by: coordinating the administration of cooperative education registration; helping students and recruiters utilize job search tools; and taking responsibility for the daily
operations of the department.

Essential Duties & Responsibilities (other duties may be assigned)

1. Greet and assist customers in a friendly, courteous manner; receive, screen, and route telephone calls; efficiently answer emails, distribute mail.
2. Hire, train and supervise student workers; provide mentoring and feedback to student workers
3. Register and process student co-op course applications; generate and maintain co-op database in Banner to track all co-op student information, create reports as needed and answer general co-op email account
4. Assist Co-op Instructor with streamlining forms and registration process, updating co-op web page
5. Coordinate room requests for students, staff and employers
6. Provide administrative support to Career Services office including equipment needs and ordering supplies
7. Assist staff, faculty, employers and students with questions related to on campus recruiting platforms
8. Monitor and maintain various Google calendars (including conference rooms/laptops) and email lists
9. Compile statistical data, draft correspondence, prepare department and university reports and forms utilizing word processing, spreadsheet, and various applications software
10. Monitor and maintain web page updates and accessibility; attend web page training and meetings
11. Department liaison for safety trainings; assign annual safety training and assign other training modules as needed
12. Assist with special projects, events, reporting processes, and department functions
13. Manage the completion of payroll forms and process EPAFs; review mailbox and office assignments
14. Develop, monitor and manage of the department budget in collaboration with Director; prepare and enter initial annual budget in consultation with the Director; prepare monthly and on-demand reports outlining year-to-date expenses and revenue as compared to budget; manage expenditures for the department
15. Coordinate and process routine paperwork, including check requests, interaccount bills, purchase requisitions, travel vouchers, procurement card reallocations, payroll etc.
16. Generate various reports from Handshake software and assist in compiling annual report data utilizing advanced features of Microsoft Excel software
17. Maintain confidential student records, maintain knowledge of FERPA laws and use discretion in the release of student information
18. Commit to learning about continuous improvement strategies and apply them to everyday work. Actively engage in departmental and university continuous improvement initiatives.
19. Assist other departments as needed.
20. Perform other position-specific duties as requested based on operational and institutional needs (e.g., serving on university committees, relevant projects).
21. Other duties as assigned.
22. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
23. Apply safety-related knowledge, skills, and practices to everyday work.

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)

• 4 years of office/clerical experience
• 4 years basic computing skills
• Advanced computer skills

Desirable Education and/or Experience

• Experience working with Banner.
• Experience working with international student population
• Experience working with industry and agency representatives

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

• Excellent interpersonal, customer service and written/oral communication skills.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to explain and convey complex information.
• Demonstrated ability to take the initiative to solve problems.
• Demonstrated ability to work independently.
• Demonstrated ability to organize and prioritize work assignments independently in a complex work environment.
• Demonstrated ability to work with accuracy and attention to detail.
• Demonstrated ability to use judgment when dealing with highly confidential information.
• Demonstrated ability to work well with others.
• Demonstrated ability to work in a team environment.
• Demonstrated ability to learn new computer skills.
• 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.

Language, Mathematics and/or Reasoning Skills

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine correspondence. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

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.

While performing the duties of this job, the employee is occasionally required to
stand; walk; sit; climb or balance; and reach with hands and arms. The employee is regularly required to talk or hear; and use hands to finger, handle or feel an object. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

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%)


FLSA Status


Appointment Term

12 months


1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($15.00/hr).

Title of Position Supervisor

Director of Career Services

Posting Type

Internal & 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.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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