Administrative Aide 7

Apply now Job No: 22184
Department: Univ Marketing & Communications
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: University Marketing and Communications

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 Administrative Aide 7 will coordinate and manage operations for University Marketing and Communications (UMC). This position will manage department paperwork, communications, and scheduling for UMC. The position will also assist the department with print and mail service operations, as well as support the studio in scheduling and student management.

Essential Duties & Responsibilities (other duties may be assigned)

UMC Duties and Responsibilities
• Manage departmental communication received by email and phone.
o Route and/or assist with emails concerning a wide variety of issues
o Answer phones and use good judgment regarding to whom and when to forward calls, respond to voicemail.
• Maintain a general knowledge and understanding of UMC services and assist customers with general questions regarding services provided by UMC.
• Pay and track vendor expenses for department indexes, advertising, digital services, and public relations.
• Process purchasing card reallocations for department staff in Concur.
• Complete and submit purchase requisitions.
• Prepare check requests for payments.
• Process reallocation of expenditures.
• In coordination with Manager of Print and Mail Services, prepare monthly billing summary for UMC charges to clients (outside vendor charges, design/accessibility fees)
• Act as payroll proxy for supervisors; approve payroll for AVP direct reports.
• Prepare, process, and monitor EPAF reporting.
• Assist with the student hiring process, including posting positions on Handshake, evaluating resumes, and assisting with interviews.
• Serve as department space and equipment coordinator.
• Order department supplies, manage department Amazon and Staples accounts.
• Assist with procedures and preparation for on- and off-boarding staff.
• Manage conference room schedule.
• Assist AVP with appointments, scheduling, and other duties as assigned.

PRINT AND MAIL SERVICES Duties and Responsibilities
• Manage the client-facing side of the Digital Storefront for Print Services: assist with account/customer set up, respond to customer questions, run monthly reports, and assist with billing.
• Manage all aspects of the online store for stock items including maintaining inventory, ordering, and fulfilling orders.
• Assist Mail Services staff with coordination of bulk mailings involving Print Services and UMC, assist customers with mail processing work order and mailing lists.
• Assist Print Services in reallocating purchases, complete annual contract purchase requisitions, coordinate ordering of external print materials, and manage payments and billing for external printing charges.
• Assist Print Services in managing vendor payments through Perceptive Content and process paper invoices.

STUDIO STUDENT Duties and Responsibilities
• Manage email accounts, respond or forward messages as needed, and assign all project tickets coming into the management system.
• Coordinate student onboarding, including processing EPAFs, requesting keys, assigning student computers and IT access.
• Manage the student budget, student work schedule, and approve time sheets for student staff.
• Manage request forms for studio projects and coordinate cataloging projects with students.
• Maintain process documentation and ensure documentation is current and updated as needed.

Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

Apply safety-related knowledge, skills, and practices to everyday work.

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)

• Three years’ experience in clerical/administrative support and/or customer service.
• 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

• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, and mail merges
• Experience using MS Word, Excel, Google (drive, calendars, form, and sheets)

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 judgment when dealing with confidential information.
● Demonstrated ability to meet deadlines.
● Demonstrated ability to work with accuracy and attention to details.
● Demonstrated ability to work independently and take the initiative to solve problems.
● 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.
• 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

• The ability to learn new computer-based applications

Work Environment and/or Physical Demands

• 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.
• While performing the duties of this job, the employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee is frequently required to reach with hands and arms. The employee is frequently required to reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel and object.
• Specific vision abilities required by this job include close, distance, color and peripheral 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 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%)

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($14.00/hr).

Title of Position Supervisor

Associate Vice President of University Marketing and Communications

Posting Type

Internal & External Posting

Special Instructions to Applicants (if applicable)

UAW Posting 6/17/2022 - 6/23/2022
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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