Human Resources

Administrative Aide

Apply now Job No: 24048RP
Department: Chemical Engineering
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: Chemical Engineering

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

Provide professional and administrative support to the Department of Chemical Engineering faculty, staff and students concerning purchase transactions, account balances and account transfers. Provide support for all aspects of the graduate program (MS & PhD) in the Department. Additional responsibilities include general support for department activities and to the faculty, staff, students, alumni and guests.

Essential Duties & Responsibilities (other duties may be assigned)

  • Provide accurate weekly accounting records to the Department Chair.
  • Provide administrative support for financial transactions including check requests, reallocations, purchase requisitions, use charges, and deposits.
  • Interact with administrative units including Graduate School, Registrar, Payroll Services, College of Engineering.
  • Work closely with the chair of the Graduate Program Committee in administration of the Graduate Program.
  • Assist with the departmental graduate admissions process. Maintain graduate students’ files, records, and databases.
  • Assist with assigning graduate student offices each semester.
  • Create and distribute packets for incoming graduate students that include necessary forms and instructions to complete degree requirements, general graduate and program information to students and faculty (defense flyers, graduate appointment letters, event invitations, and exit procedures).
  • Initiate, receive, monitor, and organize graduate student fellowships, tuition, and stipend accounts in Banner.
  • Respond to all inquiries related to the graduate programs.
  • Carry out graduate program event planning and coordination including new- student orientation written and oral qualifying examinations, proposal defenses, thesis, and dissertation defenses.
  • Identify problems related to research accounts and graduate and undergraduate payroll and take the initiative to work with the faculty to resolve the problems.
  • Maintain accurate and detailed department accounting records for release time, cost share commitments and project expenses.
  • Receive and respond to cost share transmittal forms and other Sponsored Programs Office requirements.
  • Utilize Banner, Banweb, WebFocus, Concur, ASPIRE, Digital Measures and Perceptive Content to access and monitor department information.
  • Process graduate student payroll including employment forms.
  • Assist with Payroll Process &EPAF data entry.
  • Create and maintain expense records for various activities in the department.
  • Process Travel Arrangements.
  • Maintain inventory of special supplies and assist with supply orders.
  • Independently respond to complex questions regarding academic standards and departmental procedures and services.
  • Process monthly procurement card reallocations.
  • Process invoices.
  • Respond to Tech Fund processes.
  • Operate basic office equipment including personal computers, printers, copy machine, and fax machine.
  • Using various computer software applications (Microsoft Word, Excel, PowerPoint) independently design and produce correspondence, reports, spreadsheets, graphics, and promotional materials 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 equivalent

Required Experience (minimum requirements)

  • 4 years office/clerical experience

Desirable Education and/or Experience

  • Willingness to learn new processes/procedures

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

  • 4 years basic computing skills
  • Advanced 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 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 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%)

1

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

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

Title of Position Supervisor

Department Chair

Posting Type

UAW Posting 05/15/2024 - 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.

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

  • UAW Posting 05/15/2024 - 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)

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