Human Resources

Administrative Aide

Apply now Job No: 24049
Department: Business Support Center
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Business Support Center

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 humanresources@mtu.edu.

Job Description Summary

The Business Support Center performs a wide range of administrative support related tasks that contribute to the overall smooth operations of diverse functions while remaining flexible, proactive, resourceful, and professional. This department positively represents the University by providing outstanding customer service when responding to the needs of campus clients and external contacts.

Essential Duties & Responsibilities (other duties may be assigned)

• Provide administrative support for daily functions including answering phones and directing non-routine questions; receive and route mail; manage email accounts and request tracking system; compose routine correspondence; draft replies to non-routine inquiries.
• Independently organize, prioritize, and manage multiple duties and determine actions needed to ensure timely and efficient completion of tasks on a daily basis.
• Hire and supervise student office employees.
• Lead departmental payroll functions including processing internal paperwork and creating Electronic Personnel Action Forms (EPAF's).
• Receive and process payments for internal and external customers.
• Independently process gift card, guest meal pass, departmental charge, and refund requests.
• Independently coordinate and process internal accounting and finance paperwork including invoices, budget transfers, check requests, purchase requisitions, and reimbursements.
• Oversee and coordinate the tracking and reconciling of outstanding balances for Catering and room reservations.
• Independently process reservations for meeting and guest rooms.
• Act as a liaison for departments and student organizations located within the Memorial Union Building.
• Maintain Memorial Union lost and found items.
• Independently receive and approve internal postings and table tents.
• Manage the inventory for department supplies.
• Provide information and run reports from a variety of sources.
• Update department webpages.
• Provide backup support for the Cash Hub and Events Planner and Site Manager.
• Input work orders into Maintenance Direct.
• Other duties as assigned.
• Apply safety-related knowledge, skills, and practices to everyday work.
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

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)

● Four years experience in clerical or administrative support.
● Four years experience using personal computers and basic software packages such as Microsoft Office Suite and Google Suite.
● Four years experience in a customer service setting.

Desirable Education and/or Experience

● Bachelor's degree, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
● Experience using Google Suite such as creating forms, documents, spreadsheets, and presentations
● Experience using Perceptive Content, Content Management System, Banner software, and Ticketing software.
● Experience working in higher education.

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

● Excellent interpersonal, customer service and oral/written communication skills.
● Demonstrated ability to work effectively under conditions with frequent interruptions and meet established deadlines.
● Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
● Demonstrated ability to independently organize and prioritize customer service and work assignments in a complex work environment.
● Demonstrated knowledge of proper grammar, spelling, and punctuation.
● Experience working with processing, reconciling, and reporting financial transactions.
● Demonstrated ability to work independently and take the initiative to solve problems.
● Demonstrated ability to use judgment when dealing with confidential information.
● Demonstrated ability to learn new software and computer-based applications.
● Demonstrated ability to effectively adapt to change.
● Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
● 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

● Knowledgeable in Lean processes and continuous improvement efforts.
● Demonstrated experience using intermediate and advanced features of Microsoft Office Suite for word processing, spreadsheets, and presentations.
● Demonstrated experience with accounting and payroll procedures and processes.

● Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints. **

Work Environment and/or 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 occasionally required to sit, climb or balance; and taste or smell.
The employee is frequently required to stoop, kneel, crouch or crawl. The employee is regularly required to stand; walk; talk or hear, use hands to finger, handle, or feel an object; and reach with hands and arms.
The employee must regularly lift and/or move up to 25 pounds, occasionally lifting and/or moving up to 100 pounds.
Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception 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.

While performing the duties of this job, the employee is occasionally exposed to wet, humid conditions; fumes or airborne particles; toxic or caustic chemicals; extreme cold (non-weather); and extreme heat (non- weather) and may be exposed to the risk of radiation.
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%)

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($17.00/hr).

Title of Position Supervisor

General Manager

Posting Type

Internal & External

Dependent on Funding

No
 

UAW Posting 02/20/2024 - 02/26/2024
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Your references should include the contact information for at least three (3) professional references.

Additional Information

bsc.mtu.edu


Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Standard Time
Applications close:

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