Human Resources

Administrative Aide 7

Apply now Job No: 21027 - RP
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Residential Education & Housing Services

Sub Department:

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 main duties of the Administrative Aide (level 7) are to assist in the management of the Residence Education and Housing Services office front desk/suite. The Administrative Aide (level 7) will ensure that the front office area provides a welcome environment for guests that’s efficient and open daily for business, Monday through Friday, 8am to 5pm, ensuring office coverage daily. The Administrative Aide (level 7) must have excellent computer skills, approach work processes methodically, and have extreme attention to detail.

Essential Duties & Responsibilities (other duties may be assigned)

REHS Administrative Office Tasks:
Ensure the office is open for routine business daily, Monday through Friday, 8am to 5pm, with one hour break for lunch.
Provide excellent customer service and show empathy to the needs of all students, staff and guests who visit, email, or call
Maintain the appearance of the REHS suite ensuring it is organized and welcoming of all visitors.
Facilitate mass marketing and informational communications to the residential student body about important announcements, events, or information.
Work in a fast paced environment.
Provide a wide variety of administrative functions for the REHS staff that will vary throughout the year.
Assist in the supervision and provide training to student staff in facilitating office suite operations ensuring excellent customer service.
Order and track purchases for the REHS office maintaining sufficient stock for office/department supplies and ensuring proper allocation for departmental credit cards.
Ensure the REHS copy machine stays in good working order, arranging service calls as needed.
Ensure the REHS minivan stays in good working order, arranging regular maintenance services as needed.
Provide administrative support by properly scanning and attaching housing contracts and contract related documentation into Perceptive Content system. Retrieve copies of scanned documents as needed.
Organize and manage sensitive student files, ensuring FERPA violations do not occur.
Manage ASPIRE (space inventory) and capital equipment for residence halls and apartments.
Serve on University committees as a representative of the REHS department.
Participate in ongoing professional development on a monthly basis during normally scheduled office hours.
Support departmental marketing materials by updating REHS websites, creating and posting graphic announcements on the electronic display boards, and updating materials for scheduled school breaks.
Work collaboratively with REHS to support student outreach for major events such as move in weekend and contract renewal.

Budget Management:
Process financial transactions and paperwork related to student accounts, reallocations, inter-account billing, budget transfers, invoicing, and check requests as approved and directed by supervisor(s)
Manage and secure the petty cash box, track expenses within the budget, and provide petty cash following standard protocols.
Make department purchases, track orders, and ensure proper credit card allocation for departmental credit cards.
Pay invoices for internal and external vendors, and reconcile all charges following standard University procedures.
On a monthly basis, access and run required financial reports.
As needed, arrange travel reservations and complete expense reports for conference travel, REHS guests, and new hire interviews.

Payroll:
Assist in the management of payroll by providing support to Broomball, Reception Desks, Quad Core, and other REHS student staff by processing initial hire paperwork. This includes collection of proper documents, serving as the EPAF originator/approver/terminator, ensuring student payroll is processed on a biweekly basis.
Ensure payroll deadlines are met and payroll processing tasks are complete.
Process requests for manual time sheets and paper checks as needed.

Calendars and Scheduling:
Coordinate time off scheduling within the office so that staff schedules are clearly visible to all.
Coordinate schedules of student office assistants.
Coordinate additional student assistance when office will be short staffed due to other staff on leave.
Schedule in person, phone, and virtual meetings utilizing Zoom, Google Meet, and Google calendars.
Manage meeting room reservations within the residential facilities.
Manage dining hall table reservations for groups.

Wadsworth Hall Motel Guest Room Reservations:
Manage guest room reservation calendars.
Process payments for guest room reservations following University credit card procedures.
Coordinate guest room room access and parking access for each guest.
Clearly communicate arrival details to incoming guests by email, phone, and written check in packet details.
Coordinate the cleaning for guest rooms with Facilities promptly upon guest departure.

Multi-Line Phone System:
Answer a multi-line phone system, transferring calls, answering questions, and taking messages.
Transferring phone systems according to a predetermined DUTY phone schedule on a daily and weekly basis.
Update outgoing away messages prior to breaks, and remove them promptly after breaks.

Interoffice Mail:
Sort and ensure interoffice mail is properly distributed daily.
Coordinate the pickup of mail and packages with Central Receiving.

Other Duties:
Supervise the student Husky Host program and the Husky Host Coordinator, collaborating with Facilities and Admissions to ensure a seamless experience for the Husky Host guest.
Other duties as assigned.

This position is responsible for assisting in the training and directing the daily work of five or fewer student office staff, and also including the student Husky Host Coordinator on approximately a weekly basis.

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)

Minimum of two years experience with financial management, accounting procedures and processes, or payroll
Five years office/clerical experience
Five years experience using personal computers and basic software packages
Experience using Google suite system: email, calendars, shared drives, list serves, creating forms, linking to spreadsheets
Experience using advanced features of word processing applications including utilizing columns or tables, sorting, and mail merge

Desirable Education and/or Experience

Bachelor’s degree, or equivalent combination of education/experience from which comparable knowledge/abilities can be acquired
Experience working in higher education
Experience with Banner, Aspire, Maxient, Perceptive Content
Valid driver’s license

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

Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff
Excellent customer service with both written and verbal communication skills
Demonstrated ability to work independently and take initiative to solve problems
Demonstrated ability to work effectively with frequent and multiple interruptions
Demonstrated ability to independently organize and prioritize work assignments in a complex work environment
Demonstrated knowledge of proper grammar, spelling, and punctuation
Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy
Demonstrated ability to meet multiple deadlines
Demonstrated ability to interact well with individuals external to the department
Demonstrated ability to effectively adapt to change
Demonstrated ability to learn new computer skills
Demonstrated ability to use judgment when dealing with confidential information
Demonstrated ability to work as a member of a team and contribute to the overall smooth operation

Language, Mathematics and/or Reasoning Skills

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine correspondence. Ability to effectively present information in one-on-one 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 handle multiple tasks, priorities, and assignments while keeping a professional demeanor with minimal supervision.

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 stand; walk; sit; climb or balance; 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. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

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 usually moderate.

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

Associate Director of Housing Services

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Posting 6/11/2021 - 6/17/2021
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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