Human Resources

Administrative Aide

Apply now Job No: 24093
Department: Innovation & Commercialization
Work Type: Union
Location: Lakeshore Center (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Innovation and Commercialization

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

The Administrative Aide is often the first point of contact for customers including faculty, staff, students, visitors, and representatives of external sponsors and partnering organizations. Primary responsibilities include assisting with the processes related to the submission of proposals and processing of awards for externally funded projects, data entering various documents, assisting customers, and managing a variety of administrative tasks.

Essential Duties & Responsibilities (other duties may be assigned)

  • Prioritize and coordinate the electronic submission of proposals and
    processing of awards and post-award modifications.
  • Retrieve award documents from various federal databases/websites.
  • Disseminate proposal and award documents to faculty and staff.
  • Coordinate the closeout reporting process for external sponsored projects.
  • Data enter various agreements into departmental database.
  • Provide clerical support for the SBDC office.
  • Provide calendar and travel support to the Associate VP for Research Administration.
  • Lead departmental payroll functions, including processing internal paperwork (EPAFs) and managing time entry through Banweb.
  • Provide departmental budget management support. Independently review and maintain budget expenditure and projection information.
  • Receive correspondence via email, telephone, and mail and review to determine appropriate routing and action required.
  • Receive, review, manage and respond to various departmental email lists.
  • Create and maintain department files and internal forms/lists.
  • Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
  • Independently respond to routine and non-routine inquiries and provide
    information using established policies, procedures, and practices.
  • Order/maintain departmental supplies and inventory.
  • Utilize word processing, spreadsheet, and email software to compose
    and edit correspondence, forms, reports, procedures, and budgets.
  • Commit to learning about continuous improvement strategies and
    applying them to everyday work. Actively engage in departmental and
    University continuous improvement initiatives.
  • Integrate safety practices into daily activities.
  • SUPERVISORY RESPONSIBILITIES: Functional supervision may be
    exercised over student assistants.

Required Education, Certifications, Licensures (minimum requirements)

  •  High school diploma or equivalent

Required Experience (minimum requirements)

  • Three years clerical experience working in a relative, collaborative
    administrative office environment.
  • Three years of experience using personal computers and basic software packages.
  • Experience using advanced features of word processing and spreadsheet database applications.

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

  • Superior interpersonal, customer service and oral/written communication skills.
  • Demonstrated ability to work, communicate and interact with a diverse customer base.
  • Demonstrated knowledge of proper grammar, spelling and punctuation.
  • Demonstrated ability to work with accuracy using numbers and have great attention to detail.
  • Demonstrated ability to work as a team member and contribute to the overall smooth operation of a service environment.
  • Demonstrated ability to independently organize and prioritize work assignments and take initiative to solve problems to meet various deadlines in a complex, high volume work environment.
  • Demonstrated ability to use sound judgment when dealing with highly confidential information.
  • Demonstrated ability to use new computer software.
  • Demonstrated flexibility and ability to work under short deadlines.
  • Demonstrated ability to work effectively under conditions of frequent and multiple interruptions.
  • Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

  • Experience utilizing Google applications.
  • Demonstrated ability to track and monitor expenditures and financial information.
  • 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. 

Work Environment and/or Physical Demands

  • 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:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

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%)


FLSA Status



1st Shift

Pay Rate/Salary

Contractual. External applicants will receive the minimum amount ($17.00/hr)

Title of Position Supervisor

Manager, Agreements and Operations

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Posting 04/10/2024 - 04/16/2024 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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