Human Resources

Administrative Aide 7

Apply now Job No: 22327
Department: Sponsored Programs Office
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Sponsored Programs Office

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

Assist with processes related to the submission of proposals and processing of awards for externally funded projects. Provide professional clerical and administrative support for the Associate Vice President for Research Administration and Associate Vice President for Research Development units. Provide excellent customer service to a variety of customers including faculty, staff, students, visitors, and representatives of external sponsors and partnering organizations.

Essential Duties & Responsibilities (other duties may be assigned)

1. Support the review of internal proposal paperwork for completeness in accordance with internal policies and practices.
2. Retrieve award documents from various federal databases/websites.
3. Disseminate proposal and award documents to faculty and staff.
4. Coordinate the closeout reporting process for external sponsored projects.
5. Provide calendar and travel support to the Associate VP for Research Administration.
6. Lead departmental payroll functions, including processing internal paperwork (EPAFs) and managing time entry through Banweb.
7. Coordinate and process internal accounting and finance paperwork, including check requests, interaccount bills, purchase requisitions, etc.
8. Provide departmental budget management support. Independently review and maintain budget expenditure and projection information.
9. Assist with coordination and processing of departmental forms related to graduate student research.
10. Receive correspondence via email, telephone, and mail and review to determine appropriate routing and action required.
11. Create and maintain department files and internal forms/lists.
12. Enter award and agreement information into departmental databases.
13. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
14. Independently respond to routine and non-routine inquiries and provide information using established policies, procedures, and practices.
15. Order/maintain departmental supplies and inventory.
16. Utilize word processing, spreadsheet, and email software to compose and edit correspondence, forms, reports, procedures, and budgets.
17. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
18. Integrate safety practices into daily activities.
19. SUPERVISORY RESPONSIBILITIES: Functional supervision may be exercised over student assistants.

Required Education, Certifications, Licensures (minimum requirements)

• High school diploma or equivalent

Required Experience (minimum requirements)

• Five years clerical experience working in a relative, collaborative administrative office environment.
• Five years of experience using personal computers and basic software packages.
• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or creating macros.
• Experience using advanced features of spreadsheet/database applications such as sorting, using cell range names, using the file extract/combine and sum functions.

Desirable Education and/or Experience


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

• Superior interpersonal, customer service and oral/written communication skills.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to work with accuracy using numbers and have great attention to detail.
• Demonstrated ability to work as a team member and contribute to the overall smooth operation of a service environment.
• Demonstrated ability to independently organize and prioritize work assignments and take initiative to solve problems to meet various deadlines in a complex, high volume work environment.
• Demonstrated ability to use sound judgment when dealing with highly confidential information.
• Demonstrated ability to use new computer software.
• Demonstrated flexibility and ability to work under short deadlines.
• Demonstrated ability to work effectively under conditions of frequent and multiple interruptions.
• Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

• Experience utilizing Google applications.
• Demonstrated ability to track and monitor expenditures and financial information.

Language, Mathematics and/or Reasoning Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems in routine situations.

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, 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.
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 employee may regularly be required to lift up to 10 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. This is not an E-Verified Position.


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

Full-Time Equivalent (FTE) % (1=100%)


FLSA Status


Appointment Term

12 months


1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($14.25/hr)

Title of Position Supervisor

Assistant Director

Posting Type

Internal & External

Dependent on Funding


Special Instructions to Applicants (if applicable)

UAW Posting 11/11/2022 - 11/17/2022
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Additional Information


Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Standard Time
Applications close:

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