Human Resources

While Michigan Tech continues to monitor and respond to the COVID-19 outbreak, the University will not be posting non-instructional and general fund positions until further notice. If you have applied for a position that is no longer posted, you will receive an email with more information. We appreciate your understanding and strongly urge you to continue to visit the COVID-19 webpage for updates at https://www.mtu.edu/covid-19/.

Administrative Aide 8

Apply now Job No: 20075
Department: Center for Educational Outreach
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

UAW Posting 3/12/2020 - 3/18/2020.
External application will not be reviewed until after all internal applications.

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

The Administrative Aide serves as the department manager and is responsible for the operational functions of the Center for Pre-College Outreach, including the delivery of exemplary customer service, budget management, and logistical support. The Administrative Aide works as part of a team to fulfill the diverse needs of both the department and the students, families, staff, and other stakeholders that it serves. In accordance with the university's outreach goals and objectives, the Administrative Aide advises families regarding the summer program enrollment process, engages established and prospective donors regarding sponsorship and gift-giving, seeks and supports external funding opportunities, assists in the coordination of event logistics, and leads departmental hiring and training of new employees, among other duties. The Administrative Aide must have excellent customer service and computer skills, approach work processes methodically, exhibit extreme attention to detail, and function effectively in a fast-paced environment.

Essential Duties & Responsibilities (other duties may be assigned)

1. Coordinate office activities, equipment, supplies, schedules, and calendars; develop and recommend office procedures and systems, ensure smooth office operations.
2. Provide a wide variety of administrative functions for staff, such as making travel arrangements, assisting with special projects, preparing reports and coordinating meetings.
3. Provide excellent customer service to a diverse population of both internal and external customers.
4. Leading the hiring and training of student employees; collaborate with staff to assign and prioritize duties.
5. Work closely with other staff to orchestrate operation of Summer Youth Programs, including sourcing and hiring instructors, setting up departmental payroll and transfers, managing special program development, tracking and reporting enrollment, and more.
6. Research and coordinate office pursuit of grant proposals and other funding opportunities.
7. Support office outreach activities; schedule meetings, develop agendas and minutes, engage with local schools, and oversee logistics.
8. Independently manage and review departmental budget and reconcile monthly statements, initiate reallocations, and oversee all departmental purchasing card activities and records; process, prepare, and monitor all Electronic Personnel Action Forms (EPAF) and payroll matters.
9. Other duties as assigned.
10. Apply safety-related knowledge, skills, and practices to everyday work.
11. Commit to learning about continuous improvement strategies and
applying them to everyday work. Actively engage in University continuous improvement initiatives.

Required Education, Certifications, Licensures (minimum requirements)

• High School Diploma or equivalent.

Required Experience (minimum requirements)

• Five years office/clerical experience.
• Five years experience using personal computers and basic software packages.
• Experience using advanced features of word processing and spreadsheet applications.
• Experience managing budgets and creating financial reports.

Desirable Education and/or Experience

• Experience using Banner and cloud-based applications, such as G-Suite.
• Experience with grant proposal writing and budget creation.
• Experience working with K-12 youth and their families.

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

• Independently resolve problems and handle projects with little or no supervision and recognize when an issue needs to be directed to specific personnel for resolution.
• Excellent interpersonal, customer service and written/oral communication skills.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Demonstrated ability to explain and convey complex information.
• Demonstrated ability to work independently and take initiative to solve problems.
• Demonstrated ability to organize and prioritize work assignments independently in a complex work environment.
• Demonstrated ability to work with accuracy and attention to detail.
• Demonstrated ability to use judgement when dealing with highly confidential information.
• Demonstrated ability to work well with others.
• Demonstrated ability to work in a team environment.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students and staff.
• Demonstrated ability to contribute to a safe work environment.

Work Environment and/or Physical Demands

Specific vision abilities required of this job include close, distance, color, and peripheral vision and the ability to adjust focus.

The employee may occasionally be required to lift up to 25 pounds.

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 3 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 

 

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.

Full-Time Equivalent (FTE) % (1=100%)

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount.

Title of Position Supervisor

Director

Posting Type

Internal & External Posting

Special Instructions to Applicants (if applicable)

UAW Posting 3/12/2020 - 3/18/2020.
External application will not be reviewed until after all internal applications.


Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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