Human Resources

Administrative Aide

Apply now Job No: 24131
Department: Sponsored Programs Accounting
Work Type: Union
Location: Lakeshore Center (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

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

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. Provide excellent customer service to a wide variety of customers. Positively represent the department and respond effectively via telephone, in person, and electronic communication to the needs of all customers, including but not limited to, faculty, staff, students, and visitors

Essential Duties & Responsibilities (other duties may be assigned)

  • Independently organize, prioritize and manage multiple duties and determine actions needed to ensure timely and efficient completion of tasks on a daily basis.
  • Independently coordinate and prioritize work assignments for student assistants.
  • Provide administrative support to Sponsored Programs Accounting staff.
  • 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.
  • Independently receive and respond to routine inquiries; draft replies to non-routine correspondence.
  • Receive, screen, and route telephone calls.
  • Generate and edit correspondence utilizing word processing and/or spreadsheet software.
  • Independently audit and approve daily disbursement requests to ensure compliance with federal, state, agency, and University regulations and policies.
  • Review and data enter sponsored award information into the Banner finance system and notify Principal Investigators that spending is authorized.
  • Review and enter data for journal entries, budgets, and billings to various accounts utilizing the Banner finance system.
  • Enter data into billing formats and support documents which are used to communicate with external sponsors.
  • Coordinate the distribution, tracking, and filing of project payroll certification documents.
  • Generate various WebFocus/Oracle reports as requested by academic departments and Sponsored Programs Accounting staff.
  • Create electronic sponsored project files; maintain the sponsored project filing system.
  • Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
  • Integrate safety practices into daily activities.
  • SUPERVISORY RESPONSIBILITIES: Supervision will be exercised over student assistants.

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.
  • 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. 

Language, Mathematics and/or Reasoning Skills


Work Environment and/or Physical Demands

  • 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 ($17/hr.)

Title of Position Supervisor

Asst. Sponsored Programs Accountant

Posting Type

Internal and External Posting

Special Instructions to Applicants (if applicable)

  • UAW Posting 05/14/2024 - 05/21/2024
    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
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