Administrative Aide 7

Apply now Job No: 22130
Department: College of Engineering
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: College Of Engineering

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

Provide professional clerical and administrative support functions for the College of Engineering. Provide excellent front line customer service to faculty, staff, students, and visitors. This position requires the ability to work independently, with accuracy and attention to detail while meeting deadlines in a fast-paced environment.

Essential Duties & Responsibilities (other duties may be assigned)

1. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner, independently respond to inquiries and provide information on established programs and services.
2. Greet customers, receive, screen, route and/or respond to telephone calls, engineering emails, and other correspondence.
3. Handle daily campus mail pick up and distribution. Send out UPS and FedEx packages.
4. Utilize the suite of google tools to collect responses to surveys/forms, maintain content on google sites, and compile data as needed.
5. Assist with managing calendars and scheduling meetings; arrange for appropriate resources including audio/visual needs and food service, distribute agendas and follow-up as needed.
6. Maintain electronic and paper travel files for alumni visits, conferences, and other special events. Prepare giveaway items for alumni socials, individual meetings, and other events.
7. Assist with special projects, tracking data and preparing reports.
8. Serve as equipment coordinator; maintain equipment inventory utilizing ASPIRE
9. Assist in creating publications as needed; design, verify, edit, and proofread letters, flyers, brochures, posters
10. Maintain email lists; ensure regular updates with personnel changes
11. Process check requests, reallocations, purchase requisitions, inter-account bills, invoices, cash deposits, banquet and entertainment forms
12. Coordinate and process mailings to prospective students, parents, high schools, home schools, alumni and student organizations.
13. Assist with webinars to coordinate high volume mailings, respond to emails, print posters, enter contact reports, and coordinate with sponsors.
14. Access and extract information and reports such as Banner, Webfocus, Aspire, and Digital Measures
15. Prepare travel arrangements and process travel reimbursements
16. Reallocate purchasing cards for the College of Engineering office.
17. Process Electronic Personnel Action Forms as needed
18. Supervise College of Engineering student employees
19. Maintain College of Engineering storage space. Collaborate with IT for office needs and improvements. Submit facilities work orders for the College of Engineering.
20. Purchase and maintain inventory of office supplies, supplies for reception area, miscellaneous supplies, ordering office furniture and decorations, ensuring copiers and printers are working, and having program brochures or other publications available. Order name tags, name plates, business cards, College of Engineering envelopes and letterhead.
21. Coordinate special events such as the advisory board meetings, research initiative events, inaugural inductee events, first year engineering lecturer, and open houses.
22. Coordinate campus visits with prospective students between the College of Engineering departments and admissions.
23. Assign building card and key access for the College of Engineering.
24. Maintain confidential faculty, staff and College of Engineering files electronically.
25. Know and use advanced features of software; create database/spreadsheet files to organize and maintain data, and utilize word processing software to develop correspondence and other written materials.
26. Maintain current knowledge of University policies and procedures
27. Integrate safety practices into daily activities.
28. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
29. Perform 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 required.

Required Experience (minimum requirements)

● Three years experience in clerical/administrative support and/or customer service. 
● 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

Desirable Education and/or Experience

● Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, and mail merges
● Experience using MS Word, Excel, Banner, Google (drive, calendars, form, and sheets)
● Experience using Web Focus

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

● Excellent interpersonal, customer service and oral/written communication skills.
● Demonstrated ability to independently organize and prioritize in a fast-paced environment.
● Demonstrated ability to use judgment when dealing with confidential information.
● Demonstrated ability to meet deadlines.
● Demonstrated ability to work with accuracy and attention to details.
● Demonstrated ability to work independently and take the initiative to solve problems.
● Demonstrated ability to work effectively with frequent and multiple interruptions.
● Demonstrated knowledge of proper grammar, spelling and punctuation.
● 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 to change.
● Demonstrated ability to communicate effectively and work harmoniously with diverse groups of students, faculty and staff.

Desirable Knowledge, Skills, and/or Abilities

The ability to learn new computer-based applications.

Work Environment and/or Physical Demands

● 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; and stoop, kneel, or crouch. The employee is frequently required to reach with hands and arms. The employee is frequently required to reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel and object.
● Specific vision abilities required by this job include close, distance, color and peripheral vision; and the ability to adjust focus. The employee may regularly be required to lift up to 50 pounds.
● The noise level in the work environment is usually 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%)

1.0

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

External Candidates Will Receive the Minimum $14.00

Title of Position Supervisor

Assistant to the Dean

Posting Type

Internal & External

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

  • UAW Posting 05/20/2022 - 05/26/2022
    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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