Human Resources

Administrative Aide 7

Apply now Job No: 22330RP
Department: Graduate School
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Graduate School

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

The Graduate School seeks an Office Assistant who will provide administrative support to the Graduate School and friendly and efficient customer service to our visitors. The ideal candidate will positively represent the Graduate School and respond effectively via phone, in person, and electronically, as well as independently manage multiple duties. Our office is dynamic, with routine tasks every day and seasonal duties throughout the year as we welcome new students and congratulate graduates.

Essential Duties & Responsibilities (other duties may be assigned)

1. Provide excellent customer service to a diverse population in a professional, friendly, and courteous manner while routing (as needed) phone calls, walk-in inquiries, and email to the appropriate staff member.
2. Answer inquiries regarding University policies and procedures that pertain to application status and academic standing while maintaining appropriate confidentiality of student and applicant records.
3. Independently organize, prioritize, and manage multiple duties and determine actions needed to ensure timely and efficient completion of tasks on a daily basis.
4. Prepare and submit check requests/purchase requisitions, reconcile departmental accounts, including the Graduate Student Emergency Loan program, and process Concur reports for submission and approval.
5. Receive and route mail, manage the office supply inventory, maintain copy/printer equipment, and issue keys and building access for incoming employees and/or student staff.
6. Provide administrative support for the Graduate School including assistance with special projects, web updates, blog posts, Tech Today articles, and email communications.
7. Analyze report data to create targeted communications in support of the semesterly enrollment confirmation process for graduate students. Respond to student inquiries by finding the appropriate resources.
8. Maintain list serves for Graduate Directors and Assistants and update the MIGS list once per year.
9. Prepare Electronic Personnel Action Forms (EPAF) using the Banweb system for the Graduate School.
10. Assist with graduate student form processing.
11. Independently manage the yearly curriculum form update process, communicate changes to Graduate School staff, and update records.
12. Register the Graduate School for recruiting events and maintain the recruiting calendar.
13. Assist daily with graduate application processing, including updating student applicant records in Slate and Banner as directed by Web Focus reports.
14. Develop, document, and manage a process to efficiently and accurately collect, process, and return student transcripts and proof of degrees.
15. Review and approve departmental EPAFs and offer letters for graduate student assistantships and process tuition-only award forms.
16. Review termination of support requests, ensuring compliance.
17. Gather data and create reports and graphs, detailing benchmark universities to show comparison (example: student insurance, tuition and stipend rates).
18. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
19. Apply safety-related knowledge, skills, and practices to everyday work.
20. 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 office/clerical experience.
● Three years experience using personal computers including Microsoft Word and Excel.
● Three years of customer service experience.

Desirable Education and/or Experience

● Familiarity and experience with Banner and WebFocus.
● Experience updating websites.
● Experience working with graduate students.
● Experience working with people from multiple countries and cultures.

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

● Excellent interpersonal, customer service, and written/oral communication skills.
● Demonstrated willingness and ability to learn and follow instructions.
● Demonstrated ability to independently organize and prioritize multiple work assignments.
● Demonstrated ability to work with accuracy and attention to detail.
● Demonstrated advanced knowledge of excel.
● Demonstrated ability to work effectively with frequent and multiple interruptions.
● Demonstrated knowledge of proper grammar, spelling, and punctuation.
● Demonstrated excellent attendance record.
● Demonstrated ability to be flexible and adapt to changing priorities.
● Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of an office.
● Demonstrated commitment to contribute to a safe work environment.
● Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.

Desirable Knowledge, Skills, and/or Abilities

● Working knowledge of University policies and procedures.
● Demonstrated ability to use Google suite applications (Calendar, Gmail, Drive, Forms, Sheets, Docs)

Work Environment and/or Physical Demands

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.

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. The employee must occasionally lift and/or move boxes up to 25 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.


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 Dean for Graduate Studies and Postdoctoral Affairs

Posting Type

Internal and External

Dependent on Funding


Special Instructions to Applicants (if applicable)

  • UAW Posting 03/30/2023 - 04/05/2023
    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 Daylight Time
Applications close:

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