Human Resources

Administrative Aide 7

Apply now Job No: 21241
Department: College of Sciences & Arts
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: College of Sciences & Arts 

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 professional clerical and administrative support functions for the College of Sciences and Arts. Provide excellent customer service to faculty, staff, students and visitors. Must have experience using advanced features of word processing applications and spreadsheet/database software. This position requires the ability to work independently, with accuracy and attention to detail while meeting deadlines in a fast-paced environment.

Essential Duties & Responsibilities (other duties may be assigned)

1. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner, independently respond to inquiries and provide information on established programs and services.
2. Greet customers, receive, screen, route, and/or respond to telephone calls, emails, and other correspondence as necessary.
3. Assist with managing the Dean’s calendar and scheduling meetings; arrange for appropriate resources including audio/visual needs and food service, distribute agendas and follow-up as needed.
4. Assist with special projects, tracking data, and preparing reports.
5. Serve as College Equipment and Space Coordinator; maintain utilizing BANNER/ASPIRE.
6. Handle highly confidential human issues.
7. Maintain confidential faculty, staff and College files.
8. Monitor and track department faculty sabbatical leave applications and reports, department academic proposals for new degree programs, minors, certificates, etc.
9. Monitor monthly General Sciences and Arts Program applicants, create and maintain spreadsheet, send welcome letter. Assist GSA Program Director when needed.
10. Review for proper procedure and completion of 11 departmental curriculum binders.
11. Coordinate and track annual C2E2 and REF proposals requiring cost share from the college to the individual departments.
12. Generate monthly donor gift/pledge summary and reports. Coordinate mailing and enter contact report information.
13. Each academic semester send confirmed graduating students mailing.
14. Annually create University Honors listing and coordinate mailing.
15. Know and use advanced features of software; create database/spreadsheet files to organize and maintain data, and utilize word processing software to develop correspondence and other written materials.
16. Process check requests, reallocations, purchase requisitions, inter-account bills, invoices, cash deposits, banquet and entertainment forms.
17. Coordinate and process mailings to prospective students, parents, high schools, home schools, alumni and student organizations.
18. Access and extract information and reports such as Banner, Webfocus, Aspire, and Digital Measures.
19. Prepare travel arrangements and process travel reimbursements.
20. Reallocate purchasing cards for the College.
21. Process Electronic Personnel Action Forms as needed.
22. Purchase and maintain inventory of office supplies, supplies for reception area, ensuring copiers and printers are maintained. Order other necessary supplies.
23. Coordinate special events such as the annual Faculty/Staff Meeting and the Distinguished Academy, etc.
24. Assist the Communications Director in maintaining the College website and social media.
25. Maintain current knowledge of University policies and procedures.
26. Integrate safety practices into daily activities.
27. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
28. Perform other duties as assigned.

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’ experience in customer service
• Two years’ experience in clerical or administrative support
• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting and mail merges
• Experience using advanced features of spreadsheet/database software

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 higher education
• Experience using MS Word, Excel, Google Suite

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

• Excellent interpersonal, customer service and oral/written communication skills
• Demonstrated ability to independently organize and prioritize in a fast-paced environment
• Demonstrated ability to use judgement when dealing with confidential information
• Demonstrated ability to work with accuracy and attention to details
• Demonstrated ability to work with deadlines
• Demonstrated ability to work effectively with frequent and multiple interruptions
• Demonstrated knowledge of proper grammar, spelling and punctuation
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment
• Demonstrated ability to adapt to change
• Demonstrated ability to communicate effectively and work harmoniously with diverse groups of students, faculty and staff.

Desirable Knowledge, Skills, and/or Abilities

The ability to learn new computer-based applications

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. This is not an E-Verified Position.

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


Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Posting 9/23/2021 - 9/29/2021

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

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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