Human Resources

Administrative Aide 7 - 2 Positions

Apply now Job No: 21224, 21225
Department: Mechanical Engrg-Engrg Mechanics
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: College Of Engineering

Sub Department: Mechanical Engineering - Engineering Mechanics 

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. Provide administrative support with financial transactions including check requests, reallocations, purchase requisitions, use charges, deposits, and petty cash; and maintain required documentation and records.
2. Maintain Senior Design team files, member and project index lists.
3. Provide administrative support with Concur travel and purchasing card expense reports.
4. Process textbook orders and other supplemental educational materials from textbook publishers for the faculty.
5. Serve as the departmental grading coordinator and facilitator for electronic submission of student grades through CANVAS and Banweb.
6. Assist with the department annual report data collection.
7. Assist with assigning graduate student offices each semester.
8. Responsible for undergraduate and work-study student hiring processes including filing appropriate paperwork (I9s, tax forms, etc.), processing EPAF, and scheduling.
9. Responsible for department payroll.
10. Responsible for the authorization and process over 450 key requests annually for laboratories and offices for faculty, staff and students.
11. Process all telephone installations and changes for the department.
12. Maintain calendar and provide support for the Assoc. Chairs and Directors.
13. Provide administrative support in the coordination and development of special projects, including web sites, social media pages, posters/ displays, newsletters, brochures, marketing and training materials.
14. Assist with scholarly publications/presentations and other miscellaneous communications.
15. Answer routine correspondence and assist in drafting responses to non-routine correspondence.
16. Receive and route telephone calls when necessary.
17. Responsible for maintaining office supply inventory.
18. Responsible for monitoring office equipment, read meters, bill charges, and annual service contracts.
19. Utilized Banner, Banweb, WebFocus, Concur, ASPIRE, Digital Measures and Perceptive Content to access and monitor department information.
20. Prepare semester teaching schedules, departmental directories, and posters.
21. Amend and approve instructor verification data.
22. Coordinate the student instructor evaluation process with instructors, GTAs and the Center for Teaching and Learning.
23. Provide administrative assistance with the Grad Seminar Series during the academic year by providing travel support to external speakers, and creating posters and submitting announcements to Tech Today.
24. Prepare grad lists for Fall and Spring Semesters.
25. Assist with faculty recruitment process.
26. Provide administrative support for weekly department meetings.
27. Serve as treasurer and member of the ME-EM Social Committee, collecting funds from faculty for departmental social events.
28. Provide administrative support for periodic project such as the HLC, ABET and other special projects
29. Assist with maintaining the calendar of the Department Chair.
30. Assist with the annual department functions such as the Alumni Cruise, Academy and PCA induction events.
31. Serve as department contact for Senior Recognition Banquet, in charge of preparing invites, collecting guest payments, sizing and labeling rings.
32. Provide faculty information updates to maintain department websites.
33. Proofread faculty-provided publications as needed.
34. Other duties as assigned.
• Apply safety related knowledge, skills, and practices to every day work.
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

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 of experience in secretarial or administrative support.
• Five years of experience using personal computers and basic software packages including word processing, spreadsheet and database software.
• Experience using advanced features of word processing applications such as utilizing columns or tables, mail merge, and sorting.

Desirable Education and/or Experience

• Experience using advanced features of data base/spreadsheet applications such as creating macros, using range names, or using the file extract/combine feature.
• Experience using Banner, Web Focus, Concur, Perceptive Content, Digital Measures and Aspire.

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

• 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 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.

Other Conditions of Employment:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time.

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 and Manager of Finance & Accounting

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Posting 9/3/2021 - 9/9/2021

External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates above.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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