Human Resources

Senior Administrative Aide

Apply now Job No: 24186
Department: Office of Advancement
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Advancement

Department: Office of Advancement

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

This position processes all gifts received by the Michigan Tech Fund on behalf of the University. You will make an immediate difference by contributing to our fundraising mission to support Michigan Tech’s endeavors to create solutions for society’s challenges. You will join a fast-paced, interesting and exciting environment and become part of a culture that respects and empowers employees, encourages open communication, and provides opportunities to learn. You will represent the University and the department with excellent customer service by anticipating and responding to the needs of colleagues, donors and alumni in a friendly, courteous, and prompt manner. The ideal candidate for this position will be proactive, have excellent organizational and communication skills, exercise strong judgment, and can handle confidential information with discretion.

Essential Duties & Responsibilities (other duties may be assigned)

• Independently and accurately process monetary gifts (cash, checks, electronic transfers, payroll deductions, matching gifts), gifts of securities, and gifts-in-kind received by the Michigan Tech Fund on a daily basis.
• Manage the review of donor paperwork and other gift support for accuracy and perform research to the extent required to ensure donor intent is honored, including contact with donors where appropriate.
• Code all gifts with appropriate designation and giving codes.
• Enter all gifts into CRM Advance, reconcile Contribution Sessions and feed to Finance as appropriate.
• Verify, submit, and process matching gifts and maintain matching gift company information.
• Manage gift receipts and gift acknowledgement letters through a mail merge process.
• Maintain paper and electronic gift documentation to University standards.
• Process gift adjustments and voids.
• Enter new and maintain existing Person and Organization biographical data, including name, addresses, emails, phone numbers, education, and personal and business relationships in CRM Advance.
• Update CRM Advance records for deceased constituents.
• Maintain summer and winter addresses for constituents.
• Manage process to merge duplicate records in CRM Advance/Banner.
• Review, maintain, develop and recommend gift processing procedures and systems.
• Work collaboratively with Advancement and Alumni Engagement colleagues and University partners.
• Exercise personal judgment in interpreting complex rules, identify problems, independently analyze information, and take initiative to develop solutions.
• Assist with department mail, email, phone calls and visitors with exceptional customer service skills, discretion, and sound judgment in light of the confidential nature of Advancement work.
• Participate in department meetings.
• Use continuous improvement principles to improve efficiency and automation of procedures and reporting.
• Other duties to support the Office of Advancement and Alumni Engagement as requested.

Required Education, Certifications, Licensures (minimum requirements)

  • High school diploma or an equivalent of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience (minimum requirements)

  • Five years of progressive office/clerical experience.
  • Five years of computer experience, including Microsoft Office and Google Workspace.
  • Experience using intermediate features of word processing, spreadsheet, and/or database software.

Desirable Education and/or Experience

  • Experience working in higher education.
  • Experience working in fundraising.
  • Experience using Banner and CRM Advance or similar fundraising CRM.

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

• Demonstrated high degree of accuracy and attention to detail.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to organize and prioritize work assignments in a complex work environment.
• Demonstrated excellent attendance record.
• Demonstrated ability to work accurately with attention to detail.
• Demonstrated ability to interact well with other University departments.
• Demonstrated ability to learn new computer programs.
• Demonstrated ability to use judgment when dealing with highly confidential information.
• Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

• Experience interpreting complex policies and procedures and interpreting data.
• Demonstrated ability to work as a member of a team.
• Willingness to contribute to and learn new processes and procedures.
• 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 work environment is that of a typical office setting. 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:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.


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 ($18.54/hr).

Title of Position Supervisor

Associate Director for Gift and Estate Administration

Posting Type

Internal and External

Dependent on Funding


Special Instructions to Applicants (if applicable)

  • UAW Posting 07/09/2024 - 07/15/2024
    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
Applications close:

Back to search results Apply now Refer a friend