Administrative Aide Apply now Job No: 23268 Department: Biological Sciences Work Type: Union Location: Main Campus (Houghton, MI) Full Time / Part Time: Full Time Categories: Administrative/Business/Professional Department: Biological Sciences Sub Department: 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 humanresources@mtu.edu. Job Description Summary Provide professional clerical and administrative support functions for the Biological Sciences Department. Provide excellent front-line 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. Assist the Department Chair, Associate Chair, and the Department Coordinator.2. Greet customers, receive, screen, route, and/or respond to telephone calls, emails, and other correspondence. 3. Graduate Assistant duties entail graduate student support. Organize and assist current graduate students, incoming graduate students and applications of prospective graduate students. 4. Manage MTU Fund gift giving. Run reports and mail Thank-you letters (Three times a year).5. In charge of opening and closing the main department office daily.6. Assists personnel with all Purchase Requisitions/orders and blanket orders. Processes the final invoices using Perceptive Content and records all transactions7. Help organize the Department Seminar Series and arrange for appropriate resources including room reservations, audio/visual needs, and food service. Distribute posters and announcements and follow up as needed.8. Review and update department email and contact lists9. Maintain copy/printer equipment and order office supplies.10. Maintain department conference room reservations, and assist with set-up and takedown events when needed.11. Provide administrative and clerical support for faculty and staff. 12. Take minutes at the weekly departmental meetings and distribute them after approval from the Chair.13. Receive and route packages (store correctly if the materials are temperature sensitive/perishable). 14. Handle daily campus mail pick up and distribution.15. Issue keys and/or building access to faculty, staff, and students.16. Help with web maintenance of the Department Webpage17. Help with Department outreach. Coordinate and process mailings and announcements to prospective students, parents, high schools, alumni, and student organizations. Aid in the outreach through departmental displays and texting events 18. Prepare and edit the annual Newsletter for the department19. Assist in creating publications as needed; design and edit flyers, brochures, posters, etc.20. Maintain Biological Sciences spaces. Coordinate with IT for office needs and submit facility work orders for repairs or improvements21. Perform other duties as assigned.22. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University’s ongoing 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) • Three years of experience in office and administrative support.• Three years of advanced computer proficiency with personal computers and basic software packages including word processing, database, spreadsheet applications, and presentation software.• Experience using advanced features of word processing applications such as columns or tables, mail merge, sorting, etc. Desirable Education and/or Experience • Associate Degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Biology experience preferred.• Demonstrated knowledge of University policies and procedures.• Demonstrated experience with University software including Banner, Perceptive Content, and Digital Measures.• Demonstrated experience with Google Applications and forms.• Demonstrated experience with advanced uses of Microsoft Word and Excel. Required Knowledge, Skills, and/or Abilities (minimum requirements) Excellent customer service, interpersonal, and written/oral communication skills. Demonstrated ability to independently organize and prioritize multiple work assignments. Demonstrated ability to work independently and take the initiative to solve problems. Demonstrated ability to handle simultaneous requests with accuracy and attention to detail. Demonstrated ability to work effectively under conditions with frequent and multiple interruptions. Demonstrated ability to effectively adapt to change. Demonstrated ability to use judgment when dealing with confidential information. Demonstrated ability to work as part of a team. Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff. Demonstrated knowledge of proper grammar, spelling and punctuation. Demonstrated commitment to contribute to a safe work environment Desirable Knowledge, Skills, and/or Abilities The ability to learn new computer-based applications Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints. ** Language, Mathematics and/or Reasoning Skills 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.• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 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. 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 Full-Time Equivalent (FTE) % (1=100%) 1 FLSA Status Non-Exempt Appointment Term 12 months Shift 1st Shift Pay Rate/Salary Contractual. External applicants will receive the minimum amount ($17.00/hr.) Title of Position Supervisor Posting Type Internal and External Posting Special Instructions to Applicants (if applicable) UAW Posting 10/03/2023 - 10/09/2023 External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates. Additional Information Your references should include the contact information for at least three (3) professional references. Required Education, Certifications, Licensures* (minimum requirements) Advertised: 03 Oct 2023 Eastern Daylight Time Applications close: Back to search results Apply now Refer a friend Send me jobs like these We will email you new jobs that match this search. Great, we can send you jobs like this, if this is your first time signing up, please check your inbox to confirm your subscription. The email address was invalid, please check for errors. You must agree to the privacy statement Subscribe Recaptcha Privacy agreement Search results Position Location Closes Administrative Aide Main Campus (Houghton, MI) Provide professional clerical and administrative support functions for the Biological Sciences Department. Provide excellent front-line 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. Current Opportunities Position Location Closes Administrative Aide Main Campus (Houghton, MI) Provide professional clerical and administrative support functions for the Biological Sciences Department. Provide excellent front-line 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. Powered by PageUp Subscribe to jobs