Human Resources

Administrative Aide 7

Apply now Job No: 20201
Department: Humanities
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 mtujobs@mtu.edu.

Job Description Summary

Provide administrative support to the Department of Humanities. Provide excellent services to a wide variety of customers including staff, faculty, students and the general public. This role requires attention to detail, efficient organizational skills, a high level of technical abilities and discretion in handling confidential information.

Essential Duties & Responsibilities (other duties may be assigned)

1. Provide Excellent customer service to a diverse student body population in a professional, friendly, and courteous manner. Able to communicate in an effective and efficient manner with confidential information using university policies and procedures including FERPA guidelines.
2. Graduate Assistant for the RTC Program. Provide excellent administrative support for RTC Program including Graduate Director, faculty, students including but not limited to data entry, forms, contracts, record update and maintenance for current, perspective and alumni graduate students. Liaison between the RTC Program and university departments including but not limited to the Graduate School and International Program Services. Able to perform duties using google forms, files, web-focus, banner and other university software applications needed to perform responsibilities independently in an efficient and timely manner. Provide RTC Program Director with graduate students reports regarding enrollment, degree progress, committee lists, and other reports needed for the RTC Program to work in a timely and efficient manner. Attend and provide administrative support for all RTC Program meetings. Attend Graduate School workshops and other webinars, etc. scheduled for graduate programs and /or graduate students. Maintain RTC Program alumni information.
3. Provide administrative and clerical support for all HU Undergraduate Programs, faculty, staff and students including but not limited to data entry, assisting with program promotion, meeting and room scheduling, supplies, etc.
4. Provide supervision for student employees, including hiring, recruiting at campus Career Fair and on-line with Handshake, orientation, training, and work assignments for both independent and team projects for effective completion of projects in a timely manner. Liaison with Financial Aid for students receiving work-study funding.
5. Provide administrative support for the department chair, Undergraduate Advisor and RTC Program Director with student recruitment process including brochures and advertisement materials. Process and maintain enrollment and graduate reports. Liaison with the UMC Department.
6. Provide administrative support for department chair, coordinator, chair and search committees with the recruitment process. Responsibilities include processing job advertisement and any necessary department or university forms. Facilitate communication with search committee; first point of contact for scheduling travel arrangements with applicants; including travel and lodging arrangements; coordination of itineraries for campus visits; processing travel expense vouchers; assist with required paperwork require. Compilation of a welcome package for the new faculty members. Create partner itineraries with assistance from HR. Coordinate campus and community welcome appointments which are not handled by partner services, and ensure the necessary transportation for these visits.
7. Working knowledge of policies and procedures regarding University functions. Ability to use university software to perform daily tasks.
8. Utilize university software applications such as Banner 9, ESS (Employee Self Service) EPAF (Electronic Personnel Action Form),WebFocus, Banweb and other software applications as needed to support the department.
9. Complete Content Management System training. Provide administrative support to update department’s webpages. Provide daily updates to department social media pages and track accomplishments for staff faculty, alumni and students for the department’s records and department’s annual news-brief.
10. Independently receive and route routine and non-routine requests for information to the appropriate party or program. Provide follow-up with requests as needed. Receive and route mail.
11. Provide Administrative support to the Modern Language Program Advisor and faculty including program information, enrollment, supplies, etc. Utilize WebCape (True North) for online placement tests requests. Process placement test scores in university Banner 9 system. Coordinate scheduling and assist with ML Program events such as LaPena, Café Francais, Study Abroad and other events throughout the academic year. Update ML Program list-serve. Assist with notices of events. Update ML Program webpage.
12. Process textbook, desk copy and other supplemental education materials from textbook publishers for the faculty and graduate teaching instructors. Liaison with MTU Campus Bookstore.
13. Provide administrative support for assigning office space for faculty and graduate students. Facilitate/Issue key requests with Public Safety. Facilitate issuance of phone numbers, voice mail-to-email, internet requests with IT (Telcom). Facilitate issuance of computers to Graduate Students with IT and coordinate any follow-up assistance needed between students and IT. Provide computer lists to HDMZ Resource Director.
14. Provide administrative support for faculty and graduate students with scanning and linking documents in document imaging system. Maintain office/printer supplies and supply orders using campus or external sources. Liaison with IT for computer/print problems.
15. Maintain record retention in accordance with federal privacy acts.
16. Other duties as assigned.
17. Apply safety-related knowledge, skills, and practices to everyday work including policies and procedures for COVID-19.
18. Commit to learning about continuous improvements to policies, procedures and software updates provided by the university.

SUPERVISORY RESPONSIBILITES;
Functional supervision may be exercised over student assistants.

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 acquired

Required Experience (minimum requirements)

1. Five years’ experience in administrative support.
2. Proficiency using advanced features of google drive and forms utilizing columns or tables, sorting, mail merge or creating macros.
3. Experience using document sharing programs and imaging software.
4. Supervisory experience

Desirable Education and/or Experience

1. Demonstrated administrative experience in an area that utilizes business administration or a technically related field or an equivalent combination of education and experience from which comparable knowledge and abilities can be required.
2. Demonstrated experience using Banner software.
3. Demonstrated knowledge of University policies and procedures.
4. Demonstrated experience with Google Applications, including file management and scheduling functions.
5. Demonstrated experience with database management and reporting
6. Demonstrated experience with advanced uses of Microsoft Word and Excel.
7. Demonstrated experience with google applications and forms.

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

1. Excellent interpersonal, customer service and written/oral communication skills including technical writing skills.
2. Demonstrated knowledge of proper grammar, spelling and punctuation.
3. Demonstrated ability to work independently and take initiative to solve problems.
4. Demonstrated ability to organize and prioritize work assignments independently in a complex work environment.
5. Demonstrated ability to work with accuracy and attention to detail.
6. Demonstrated ability to meet deadlines.
7. Demonstrated ability to use judgment when dealing with highly confidential information.
8. Demonstrated ability to work in a team environment.
9. Demonstrated ability to learn new computer skills.
10. Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty and staff.

Language, Mathematics and/or Reasoning Skills

Language Skills:
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization

Mathematical Skills:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.

Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems in standardized situations. Ability to problem-solve when necessary.

Work Environment and/or Physical Demands

The work environment characteristics 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.
The noise level in the work environment is usually moderate.


Physical Demands:
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. Specific vision abilities required by this job include close vision and the ability to adjust focus.

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%)

1.0

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

External Candidates Will Receive the Minimum $14.00

Title of Position Supervisor

Budget/Scheduling Coordinator

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

  • UAW Internal & External posting 11/12/2020 – 11/18/2020. External applications will only be reviewed after internal applications.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Standard Time
Applications close:

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