Human Resources

Administrative Aide 7

Apply now Job No: 20150
Department: Mechanical Engrg-Engrg Mechanics
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

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

Provide administrative support to the Department of Mechanical Engineering-Engineering Mechanics department. Provide excellent service to a wide variety of customers including staff, faculty, students and the general public.

Essential Duties & Responsibilities (other duties may be assigned)


1. Work-study student employee supervisor: hiring, recruiting at campus Career Fair and on-line with Handshake, orientation, training, scheduling alternating shifts so students can complete our projects more efficiently.
2. Process textbook orders and other supplemental educational materials from textbook publishers for the faculty.
3. Serve as the departmental grading coordinator and facilitator for electronic submission of student grades through CANVAS and Banweb.
4. Prepare semester teaching schedules and departmental directories.
5. Amend and approve instructor verification data.
6. Coordinate the student instructor evaluation process with instructors, GTAs and the Center for Teaching and Learning.
7. Process teaching evaluation data for Department chair in database spreadsheet applications. Per the department chairs request and in close coordination with the CTL Director, compile and provide pivot tables generated from confidential student instructor evaluations.
8. Provide support for the Associate Chair and Director of Undergraduate Studies.
9. Coordinate faculty recruitment process with department chair, HR and the search committees. Responsibilities include advertising, processing HR paperwork, facilitating communication with search committee; first contact and scheduling travel arrangements with applicants; scheduling travel and lodging arrangements; coordination of itineraries for campus visits; processing travel expense vouchers; assist paperwork required for the hire; compilation of a welcome package for the new faculty members. Create partner itineraries with campus and community welcome appointments which are not handled by partner services, and ensure the necessary transportation for these visits.
10. Provide administrative support for weekly department meeting and to the Curriculum Committee by taking minutes, approving minutes with presenters and then obtaining the chair's signature for distribution. 
11. Serve as treasurer and member of the ME-EM Social Committee, collecting funds from faculty for departmental social events such as weddings, resignations, retirements, babies and deaths.
12. Serve as back-up to Executive Assistant: communication with alumni and processing departmental paperwork.
13. Assist with maintaining the calendar of the Department Chair.
14. Assist Executive Assistant in coordinating annual department functions such as the Alumni Cruise, Academy and PCA induction events by contacting vendors and ordering unique, fresh apparel/products and local items.
15. Help coordinate and develop special projects. 
16. Serve as department contact for Senior Recognition Banquet, in charge of preparing invites, collecting guest payments, sizing and labeling rings.
17. Provide faculty information updates to maintain department websites.
18. Provide daily updates to department social media pages and track accomplishments for staff, faculty, alumni and students for the departmental quarterly news-brief.
19. Utilize BANNER and ASPIRE software to access data/information.
20. Coordinate the collection of ABET materials including faculty CVs, course syllabi and student work for each course.  Assist ABET committee with compilation and editing of ABET self- study information.
21. Proofread faculty-provided publications as needed.
22. Continuously review and update procedures for this position and suggest or make modifications to the SOP'S.
23. Other duties as assigned 

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 required.

Required Experience (minimum requirements)

• Five years' experience in secretarial or administrative support.
• Proficiency with personal computers and basic software packages including word processing, database and spreadsheet applications, and presentation software.
• Experience using advanced features of word processing applications such as utilizing columns or tables, mail merge, sorting, or creating macros.
• Experience using advanced features of data base/spreadsheet applications such as creating macros, using range names, or using the file extract/combine feature.

Desirable Education and/or Experience

Bachelor's degree in business or a related field or equivalent combination of education and experience from which comparable knowledge and abilities have been acquired.

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 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.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.

Work Environment and/or Physical Demands

• The work environment characteristics and physical demands 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.
• While performing the duties of this job, the employee is frequently required to stand; walk and reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel an object.
• Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee may regularly be required to lift up to 50 pounds.
• The noise level in the work environment is usually 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%)


FLSA Status


Appointment Term

12 months


1st Shift

Pay Rate/Salary

External Candidates Will Receive the Minimum $14.00

Title of Position Supervisor

Executive Assistant

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Posting 9/16/2020 - 9/22/2020

External applications will only be reviewed after internal applications are considered first.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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