Human Resources

Administrative Aide 8

Apply now Job No: 21146
Department: Mathematical Sciences
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: College Of Science & Arts

Sub Department: Mathematical Sciences 

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

The Department of Mathematical Sciences requires an administrative aide (level-8 classification) to manage the operational functions focusing on the departmental graduate program and undergraduate program. Provides administrative support to the Department of Mathematical Sciences. Provides excellent service to a wide variety of customers including students, faculty, staff, and the general public.

Essential Duties & Responsibilities (other duties may be assigned)

Effectively perform a wide range of administrative tasks including the graduate and undergraduate programs; manage student hiring and payroll, Electronic Personnel Action Forms (EPAF), and prepare reports related to teaching and enrollment; Communicate effectively with faculty, staff, and students to optimize department and office operations; Ensure that deadlines are met and tasks are completed.

Some of the specific examples listed below are representative of the knowledge, skill, and/or ability required.

(i) Provide administrative information and assistance based on established university policy and procedure to a diverse population in a professional, friendly, and courteous manner with a focus on the graduate and undergraduate programs.
(ii) Coordinate all aspects of the graduate program including but not limited to: graduate admissions process; individual student records; proficiency and comprehensive qualifying exams process; orientation session; and graduate program budget.
(iii) Provide excellent customer service to faculty, staff, and students to ensure smooth, timely departmental operations.
(iv) Hire student graders. Coordinate payroll for student employees; originate electronic payroll forms (EPAF) and reallocations, review and process employment forms for new student hires, approve bi-weekly timesheets, and serve as department timekeeper.
(v) Assist with events; student orientations, guest seminars, student presentations.
(vi) Maintain printer and photocopier equipment and supply inventory.
(vii) Order office supplies, when requested.
(viii) Coordinate with the MTU Registrar’s Office for the planning and scheduling of academic functions and activities.
(ix) Coordinate with MTU Bookstore for textbook requests, etc.
(x) Coordinate textbook orders each semester, submit course textbooks using the university bookstore portal; process desk copy requests with publishing companies.
(xi) Collect and maintain records of syllabi and class rosters; post final exam schedules.
(xii) Support and create departmental marketing material; including brochures, annual newsletter, departmental annual report, and other outreach activities.
(xiii) Monitor and maintain multiple Google calendars.
(xiv) Independently answer routine inquiries. Receive, screen, and route telephone calls and mail and departmental email account.
(xv) Assist budget coordinator with special events, surveys, and projects.
(xvi) Coordinate top student awards; mailings to high school math teachers.
(xvii) Maintain graduate web pages. Assist in monitoring department web site for accuracy.
(xviii) Utilize BANNER, Banweb, Canvas, Concur, Digital Measures, Perceptive Content, and Webfocus to access and extract confidential information, compile statistical data, and prepare spreadsheets/reports.
(xix) Other duties as assigned.

Required Education, Certifications, Licensures (minimum requirements)

High school diploma with equivalent experience from which comparable knowledge and abilities have been acquired.

Required Experience (minimum requirements)

• Minimum of five years of office/administrative support experience working in a collaborative professional environment.
• Minimum of five years of experience using personal computers and advanced software packages, including cloud-based software such as Google Suite, and advanced features of word processing and spreadsheet applications.
• Minimum of two years of experience with financial management.
• Experience showing the ability to effectively work with people of diverse backgrounds including faculty, staff, and undergraduate and graduate students.
• Successful progressive experience in office and administrative support.
• Experience using advanced features of word processing applications such as utilizing columns or tables, mail merge, sorting, or creating macros.

Desirable Education and/or Experience

• Associate or Bachelor degree in business administration or a related field, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Experience working in higher education.
• Demonstrated knowledge of University policies and procedures.
• Demonstrated experience with University software including Banner, Canvas, and Digital Measures.

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

• Ability to handle multiple tasks, priorities, and assignments while keeping a professional and temperate demeanor with minimal supervision.
• Excellent customer service, interpersonal, and oral/written communication skills.
• Demonstrated ability to work, communicate, and interact effectively across cultural boundaries and work harmoniously with educationally diverse individuals and groups.
• Demonstrated ability to use judgment when dealing with highly confidential information.
• Demonstrated ability to independently organize and prioritize multiple work assignments.
• Demonstrated ability to work independently and take initiative to solve problems.
• Demonstrated ability to handle simultaneous requests and perform duties with accuracy and attention to detail.
• Demonstrated ability to work effectively with frequent and multiple interruptions.
• Demonstrated ability to meet deadlines in a fast-paced environment.
• Demonstrated knowledge of proper grammar, spelling, and punctuation, and the ability to explain/convey information.
• Demonstrated ability to work as a team member, contribute to the overall function of the department, and adapt to change.
• Demonstrated ability to learn new computer skills.

Desirable Knowledge, Skills, and/or Abilities

• Knowledge of University policies and procedures
• Artistic creativity can be applied to department marketing and outreach activities.

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 apply common sense understanding to carry out written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

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.

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%)


FLSA Status


Appointment Term

12 months


1st Shift

Pay Rate/Salary

External Candidates Will Receive the Minimum $15.00

Title of Position Supervisor

Budget Coordinator/Office Manager

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Posting 6/25/2021 - 7/1/2021.
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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