Human Resources

Summary

Michigan Technological University is seeking an Administrative Aide for our Graduate School department. They are looking for someone who wants an opportunity for skill expansion and professional development. We are seeking a collaborative, service-oriented team player adept at managing shifting priorities and seamlessly pivoting between tasks while maintaining a high level of accuracy in a high-traffic environment. Our office is dynamic, with routine tasks every day and seasonal projects throughout the year as we welcome new students and congratulate our graduates. If you are organized and tech-savvy, we want to hear from you.

Responsibilities and Essential Duties

1. Front-End Operations & Administrative Support
• Customer Service & Logistics: Deliver friendly, high-quality professional service as the primary face of the department. Provide a seamless experience for all visitors and callers while coordinating office logistics, including mail processing and the management of daily tasks.
• Executive & Departmental Support: Provide administrative assistance to the Graduate School, including meeting arrangements, content for web updates, blogs, and university news articles.
• Space Coordination: Maintain a highly organized workspace and professional atmosphere across the office floor, ensuring all public-facing areas are tidy and reflective of the department’s professional standards.
• Event Coordination: Provide essential administrative support for special projects and university events, assisting with scheduling, material preparation, and day-of operations to ensure a seamless experience for all attendees.
2. Financial & Data Management
• Fiscal Responsibility: Assist with departmental finances by processing check requests, purchase requisitions, and Concur reports, while reconciling accounts.
• Data Analysis & Reporting: Analyze student and applicant data to generate targeted communications and benchmarking reports (e.g., tuition and stipend comparisons).
• Record Integrity: Independently manage data entry and validation for Graduate School information systems and resolve any data discrepancies.
3. Policy Compliance & Process Improvement
• Award & Support Oversight: Review and process tuition-only awards and "termination of support" requests, ensuring strict adherence to University policy and providing guidance to other departments.
• Continuous Improvement: Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
4. Professional and University Standards
• Efficiency & Confidentiality: Maintain strict confidentiality of records and prioritize multiple tasks independently for timely completion
• Safety: Apply safety-related knowledge, skills, and practices to everyday work.
5. Cross Departmental Support Expectations
• Flexibly support evolving departmental needs and special projects as directed by Graduate School leadership.

Required Education, Certifications, Licensures

• High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience

• Two years of office/clerical experience.
• Two years of customer service experience.
• Two years of experience using computers and basic software packages.

Desirable Education and/or Experience

• Familiarity and experience with Banner and WebFocus.
• Experience updating websites.
• Experience working with graduate students.
• Two years of professional office/clerical experience.

Required Knowledge, Skills, and/or Abilities

Communication & Interpersonal Excellence
• Effective Communication: Strong written and oral communication skills, with a focus on accuracy in grammar, spelling, and punctuation.
• Inclusive Customer Service: Proven ability to work well with others and interact professionally with a diverse community of students, faculty, and staff from various backgrounds.
• Office Coordination & Appearance: Ability to maintain an organized, clean, and welcoming office environment, providing a professional and friendly first impression for the floor and all visitors.
Organization & Task Management
• Prioritization: The ability to independently organize and manage multiple assignments simultaneously.
• Resilience & Precision: A track record of maintaining high accuracy and strict attention to detail, even when facing frequent interruptions.
Teamwork & Professional Growth
• Collaboration: A dedicated team player who contributes to the smooth operation of the office and the collective success of the group.
• Adaptability: A proactive learner who is willing and able to follow instructions and grow within the role.
Workplace Safety
Environment: A demonstrated commitment to fostering and contributing to a safe work environment for all.

Desirable Knowledge, Skills, and/or Abilities

• Institutional Literacy: A functional understanding of University-specific policies, protocols, and procedures.
• Google Workspace Proficiency: Full competency across the Google Suite, including Calendar, Gmail, Drive, Forms, Sheets, and Docs.
• Advanced Technical Skills: Demonstrated ability to perform complex software tasks, including data sorting, graph creation, mail merges, and the development of pivot tables.

Work Environment and/or Physical Demands

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following training courses:
• Employee Safety Overview
• Annual Data Security Training
• Anti-Harassment, Discrimination, Retaliation Training
• Annual Title IX Training

Additional training will be required by the department on a periodic basis.

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.

1

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

-

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount $18.04 hr

Title of Position Supervisor

Department Coordinator

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting - 05/20/2026 - 05/27/2026

External Applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.