Human Resources

Administrative Aide 7

Apply now Job No: 21123
Department: Electrical and Computer Engineering
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: College Of Engineering

Sub Department: Electrical and Computer Engineering 

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

Under general supervision, incumbent will provide administrative and academic support to the department chair, faculty, staff, students and patrons of the ECE Department. Provide support for all aspects of the ECE graduate programs (MS and PhD). Maintain day-to-day functional operations of the ECE front office.

Essential Duties & Responsibilities (other duties may be assigned)

1. Maintain day-to-day functional operations of the ECE front office.
2. Provide clerical support and assistance to faculty, staff and students on policies and procedures.
3. Work closely with the chair of the ECE Graduate Programs Committee in all aspects of the administration of the ECE graduate programs.
4. Enter fellowships, semester stipend, and tuition support for graduate students into Banner, and prepare offer letters.
5. Interact with administrative units including the Graduate School, Human Resources, Registrar, and Payroll Services to facilitate the graduate program and assist students in interpreting respective requirements of those units.
6. Assist with the departmental graduate admissions process. Maintain graduate student files, records and databases.
7. Assist with completing master’s and PhD forms and degree schedules.
8. Respond to inquiries related to the graduate and other programs received via e-mail, telephone, walk-ins from prospective students and the public.
9. Carry out graduate program and departmental event planning and coordination including new-student orientation, written and oral qualifying examinations, proposal defenses, thesis and dissertation defenses, ECE graduate student award nominations, and social events.
10. Process student payroll including student employment forms and Electronic Personnel Action Forms (EPAFs).
11. Identify problems related to graduate and undergraduate payroll, and take the initiative to work with the faculty and staff to resolve the problems.
12. Process check requests, inter account bills, budget transfers, Michigan Tech Fund transfers, and travel, banquet and meal reimbursement requests.
13. Maintain departmental purchasing card and use Concur to process transactions for P-card, travel and meals and banquets.
14. Prepare packets for incoming graduate students that include necessary forms and instructions to complete degree requirements.
15. Respond to daily inquiries/requests and assist with advising graduate students on general program policies and related matters.
16. Recommend policy or procedure changes to improve general office and graduate programs operational processes.
17. Assist with compiling materials and generating reports for graduate program reviews.
18. Create and distribute general graduate and program information to students and faculty (i.e. defense flyers, event invitations, etc.).
19. Coordinate graduate student exit procedures.
20. Track and research updated information on graduate program alumni.
21. Update and maintain graduate program web pages providing information to faculty, prospective, current and former students.
22. Coordinate the graduate program assessment forms.
23. 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.
24. Functional supervision of student employees.¬
25. Using various computer software applications (Microsoft Word, Excel, Access, PowerPoint), independently design and produce correspondence, reports, spreadsheets, graphics, and promotional materials as needed.
26. Respond independently to routine and non-routine inquiries.
27. Access student and financial information utilizing Banner and WebFocus reports and provide statistical reports and data as requested
28. Assist with special projects and department functions.
29. Schedule conference rooms and meetings.
30. Receive and route telephone calls.
31. Recognize problems and take the initiative to resolve problems.
32. Integrate safety practices into daily activities.
33. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
SUPERVISORY RESPONSIBILITIES:
Functional supervision is exercised over student employees and volunteers.

Required Education, Certifications, Licensures (minimum requirements)

High school diploma or equivalent

Required Experience (minimum requirements)

• Five years experience in clerical or administrative support.
• Five years experience using personal computers and basic software packages.
• Experience with basic financial accounting and payrolls.
• Experience using advanced feature of word processing applications such as utilizing columns or tables, sorting, and mail merges.
• Experience using spreadsheet software.
• Experience using PowerPoint.

Desirable Education and/or Experience

• Associate Degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Experience working in an academic environment.
• Experience working with a graduate program or other academic program.
• Experience using Banner and Discoverer.

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

• Excellent interpersonal, customer service and oral/written communication skills.
• Demonstrated ability to work, communicate, and interact effectively with culturally and educationally diverse individuals.
• Demonstrated ability to develop programs.
• Demonstrated ability to work with accuracy and attention to detail.
• Demonstrated ability to interact well with other departments and administrative units.
• Demonstrated ability to organize and prioritize work assignments independently.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Demonstrated ability to work independently and take the initiative to solve problems.
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of the department.
• Demonstrated ability to effectively adapt to change.
• Demonstrated ability to learn new computer skills.
• Demonstrated ability to operate computer and small business machines.
• Demonstrated flexibility and ability to work under short deadlines.
• Demonstrated ability to use judgment when dealing with confidential information.
• Demonstrated ability to work effectively under conditions with frequent interruptions and meet established deadlines.
• 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

• Knowledge of academic processes.
• Knowledge of graduate programs.

Language, Mathematics and/or Reasoning Skills

LANGUAGE SKILLS:
Ability to read and understand basic documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write simple reports and correspondence. Ability to present information effectively in one on one situations to students, staff, faculty, and other Michigan Tech employees.
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.

Work Environment and/or Physical Demands

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform 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 occasionally required to walk; stoop, kneel, crouch or crawl; and taste or smell. The employee is frequently required to stand; sit; and reach with hands and arms. The employee is regularly required to talk or hear and use hands to finger, handle or feel an object.
Specific vision abilities required by this job include close, color, and peripheral vision and the ability to adjust focus.
The employee may occasionally be required to lift and/or move up to 25 pounds.

WORK ENVIRONMENT: 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 ranges from moderate to loud.

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.

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

Office Manager/Technical Communications Specialist

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Internal & External posting 6/4/21 - 6/10/21. External applications will only be reviewed after internal applications.


Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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