Human Resources

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Administrative Aide 7

Apply now Job No: 21272
Department: Sponsored Programs Accounting
Work Type: Union
Location: Lakeshore Center (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Vice Pres For Research

Sub Department: Sponsored Programs Accounting 

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

Provide administrative and clerical support in the operation of the Sponsored Programs Accounting office. Assist in the preparation and distribution of billings to external sponsors. 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. Independently organize, prioritize and manage multiple duties and determine actions needed to ensure timely and efficient completion of tasks on a daily basis.
2. Independently coordinate and prioritize work assignments for student assistants.
3. Provide administrative support to the Director, Assistant Director, Senior Sponsored Programs Accountants, Sponsored Programs Accountants, and Assistant Sponsored Programs Accountants.
4. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner. Positively represent the Department and respond effectively via phone, in person, and electronic communication to the needs of all customers, including but not limited to faculty, staff, students, and external customers.
5. Independently receive and respond to routine inquiries; draft replies to non-routine correspondence.
6. Receive, screen, and route telephone calls.
7. Generate and edit correspondence utilizing word processing and/or spreadsheet software.
8. Independently audit and approve daily disbursement requests to ensure compliance with grant/contract regulations.
9. Independently audit and approve Electronic Personnel Action Forms for undergraduate students to ensure compliance with Federal, State, agency and University regulations and policies.
10. Review and data enter sponsored award information into the Banner finance system and notify Principal Investigators that spending is authorized.
11. Interpret and prepare incremental billings as indicated in the contract/grant agreements and regulations.
12. Independently audit semesterly graduate tuition/support to ensure compliance with Federal, State, agency, and University regulations and policies.
13. Review and enter data for journal entries, budgets, and billings to various accounts utilizing the Banner finance system.
14. Enter data into billing formats and support documents which are used to communicate with external sponsors.
15. Generate project payroll certification documents and coordinate the distribution, tracking, and filing of the documents.
16. Generate various WebFocus/Oracle reports as requested by academic departments and Sponsored Programs Accounting staff.
17. Create sponsored project files; maintain the sponsored project filing system and associated computer files.
18. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
19. Integrate safety practices into daily activities.
20. SUPERVISORY RESPONSIBILITIES: Supervision will be exercised over student assistants.
21. 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 acquired.

Required Experience (minimum requirements)

• Three years clerical experience working in a multi-individual administrative office environment.
• Three years of experience using computers and basic software packages.
• Experience organizing and prioritizing the daily operations of an office.
• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or importing and exporting files.

Desirable Education and/or Experience

• Experience and/or coursework in bookkeeping and/or accounting.

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

• Demonstrated ability to independently organize and prioritize work assignments in a complex work environment.
• Excellent interpersonal, customer service, and written/oral communication skills.
• Demonstrated ability to work independently and take the initiative to solve problems.
• Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
• Demonstrated ability to work effectively with frequent and multiple interruptions.
• Demonstrated ability to use judgment when dealing with confidential information
• Demonstrated ability to interact well with other departments.
• Demonstrated flexibility and ability to work under short/changing deadlines.
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Demonstrated ability to learn new computer skills.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff
• Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

• Demonstrated ability to track and monitor expenditures and financial information.
• Experience with LEAN, Six Sigma, or other quality improvement processes.

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 instructions furnished in written, oral, or diagram form. Ability to define problems, collect data, establish facts, and draw valid conclusions.

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 frequently required to stand; walk; stoop, kneel, crouch or crawl; and reach with hands and arms. The employee is frequently required to sit. The employee is regularly required to talk or hear; and use hands to finger, handle, or feel an object.
The employee may regularly be required to lift up to 25 pounds.
Specific vision abilities required by this job include close vision and the 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 work environment is that of a typical office and/or classroom setting.
The noise level in the work environment is usually low to 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. This is not an E-Verified Position.

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

Sponsored Programs Accountant

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Posting 10/14/2021 - 10/20/2021

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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