Human Resources

Summary

Michigan Technological University is seeking an Administrative Aide for our Mechanical and Aerospace Engineering department. This position provides critical administrative support to the Department of Mechanical and Aerospace Engineering, acting as a key point of contact for staff, faculty, students, and the public. It is a demanding, fast-paced role that requires the ability to work independently, manage multiple priorities, and maintain high accuracy and attention to detail.

Responsibilities and Essential Duties

1. Coordinate faculty recruitment process, including working with the department chair and search committee members to initiate the search, advertise, schedule meetings with the candidates, facilitate candidate travel to campus, lodging, preparing itineraries and processing associated entertainment and travel reimbursements.
2. Process Textbook orders & other supplemental materials from textbook publishers for faculty.
3. Serve as the departmental grading coordinator and facilitator for electronic submission of student grades through CANVAS and Banweb.
4. Provide administrative support in the coordination and development of special projects, including web sites, social media pages, posters/ displays, newsletters, brochures, marketing, and training materials.
5. Prepare semester teaching schedules, departmental directories, and posters.
6. Amend and approve instructor verification data.
7. Coordinate the student instructor evaluation process with instructors, GTAs and the Center for Teaching and Learning.
8. Coordinate department functions such as the department retreat, External Advisory Board meetings, Order of the Engineer Ceremony/Senior Banquet, Presidential Council of Alumnae and Academy induction events.
9. Provide faculty information updates to maintain department websites.
10. Provide administrative support for the Directors of Undergraduate Studies.
11. Order business cards, nameplates, and name badges through the Print Shop.
12. Utilize Banner, Banweb, WebFocus, Concur, ASPIRE, Digital Measures and Perceptive Content to access and monitor department information.
13. Process purchase requisitions and assist with purchasing card expense reports.
14. Serve as a permanent staff member of the Department Social Committee, contributing to the planning and execution of departmental events and fostering a collaborative and engaging work environment.
15. Assist with maintaining the calendar of the Department Chair.
16. Provide administrative support and take minutes for the Curriculum Committee.
17. Receive and route telephone calls when necessary.
18. Morning opening of the department offices, lounge, and conference rooms.
19. Other duties as assigned.
20. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
21. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures

High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities are acquired.

Required Experience

• Four years of experience in secretarial and administrative, or customer service or a combination of experience.
• Four years of experience using personal computers and basic software packages including word processing, spreadsheet, and database software.
• Experience using advanced features of word processing applications such as utilizing columns or tables, mail merge, and sorting.

Desirable Education and/or Experience

• Experience using advanced features of data base/spreadsheet applications such as creating macros, using range names, or using the file extract/combine feature.
• Experience using Banner, Web Focus, Concur, Perceptive Content, Digital Measures and Aspire.

Required Knowledge, Skills, and/or Abilities

• 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 a team.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.

Desirable Knowledge, Skills, and/or Abilities

• Demonstrated success in, or potential future contributions to, working with persons with a wide variety of backgrounds and viewpoints.

Work Environment and/or Physical Demands

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.

1

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

-

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount $18.04 per hour.

Title of Position Supervisor

Executive Assistant

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 4/8/2026 - 4/15/2026
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.