Human Resources

Summary

The main duties of the Administrative Aide (AA) are to ensure a superior customer service experience by assisting in the management of the Residential Living office suite, ensuring the delivery of accurate communications and excellent customer service to all stakeholders via email, phone call, or in-person contacts in the department. The AA is a champion of customer service and office management, ensuring that the front office area provides a positive, welcoming environment that matches the brand of Residential Living, is efficient in its operations, accurate in its communications, and is committed to providing all stakeholders the support they need. They orchestrate the collective communications and operations of the Residential Living experience and develop a mastery knowledge of the operation so they can be a front line resource ensuring all stakeholders have the support (or referrals) as needed. It is critical they are a collaborative partner with the Marketing and Communication Manager to ensure their communications are in sync with the messaging within Residential Living. The AA must have excellent interpersonal communication skills focused on customer service, strong computer skills, approach work processes methodically, and have attention to detail. The position is committed to the Residential Living team but will report to the Assistant Director of Housing.

Responsibilities and Essential Duties

1. Coordinate and manage the day to day logistics of the main office, ensuring smooth and efficient operations that promote an inclusive atmosphere.
2. Provide excellent customer service and show empathy to the needs of all students, staff, and guests who visit, email, or call.
3. Maintain a comprehensive understanding of the operations within the total Residential Living experience to ensure accurate communications, provide support, and make referrals to stakeholders as needed.
4. Maintain the appearance of the office suite ensuring it is reflecting the inclusive brand of Residential Living, well organized and welcoming of all visitors.
5. Provide a variety of administrative functions for all Residential Living staff that will vary throughout the year.
6. Supervise, train, and schedule student staff in facilitating office suite operations ensuring excellent customer service.
7. Order, maintain, and replenish department office supplies as needed and manage inventory to ensure sufficient stock numbers.
8. Oversee the routine maintenance, upkeep and servicing of department office equipment (copy machine, printers, computers, etc), including the minivan, ensuring they stay in good working order.
9. Organize and manage sensitive departmental documentation, including student files, ensuring FERPA compliance and the necessary standards of confidentiality.
10. Manage, maintain, and organize the schedules for office staff, residence hall reservable spaces, dining hall table reservations, and time off calendars, by scheduling appointments, coordinating logistics, and arranging virtual meetings (Zoom, Google Meet) as needed
11. Serve as the liaison with Central Receiving for the coordination and pickup of all departmental mail and packages and ensure distribution occurs daily
12. Manage the Housing department’s email account, providing accurate information to stakeholders and ensuring excellent customer care in all communications
13. Collaborate with the Sr. Divisional Marketing Specialist (SDMS) on the creation of accurate mass email communications, and utilize communication software to send emails as needed
14. Create and publish social media and digital display content in alignment with current branding standards outlined by the SDMS as needed
15. Collaborate with the SDMS to provide messaging that is in alignment with Residential Living’s identity and standards
16. Assist the Sr. Administrative Aide (and coordinate with the Business Support Center) as needed and apply support for financial transactions, payroll, reallocations, inter-account billing, budget transfers, invoicing, and check requests as approved and directed by supervisor(s).
17. Apply safety-related knowledge, skills, and practices to everyday work.
18. Commit to learning about continuous improvement strategies and applying them to everyday work

Required Education, Certifications, Licensures

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

Required Experience

● Two years office/clerical experience
● Two years experience using personal computers and software office suite packages (Microsoft and/or Google)

Desirable Education and/or Experience

● Bachelor’s degree from an accredited University
● Two or more years of experience in marketing, communications, or a related field
● Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or creating macros
● Experience using advanced features of spreadsheet applications including creating formulas, charts, tables, and managing worksheets with multiple complex formulas
● Experience with accounting procedures and processes

Required Knowledge, Skills, and/or Abilities

Skills
1. Effective written and oral communication skills as demonstrated through application materials, interview, and/or reference checks.
2. Strong interpersonal communication skills with a commitment to deliver an excellent customer service experience, demonstrating empathy, understanding, and providing guidance on Residential Living policies to a wide spectrum of diverse audiences in a student centered environment
3. Self-management skills: ability to manage time effectively, learn and contribute to overall departmental tasks and goals.
4. Project coordination skills: ability to lead or contribute to planning or organizing projects, programs, services, etc.
5. Conflict resolution skills: ability to use interpersonal skills to develop and maintain positive professional relationships and resolve conflict in a team environment and with individuals from various diverse backgrounds and experiences.
6. Strong organizational skills: Demonstrates an ability to organize and prioritize multiple tasks and calendars efficiently.
7. Computational skills: ability to perform basic mathematical computations to assist with financial operations and/or data collection, analysis, and reporting.
8. Computer skills: strong proficiency with word processing and spreadsheet software, preferably Microsoft Office or Google Suite. Candidate will need to navigate multiple activities (room assignments, billing, reports, etc.) utilizing housing management software and must have necessary computer skills to achieve this.

Abilities
1. Ability to model self-care and well-being for colleagues and, most importantly, students.
2. Ability to manage emotions, function effectively, and make sound decisions in stressful and crisis situations.
3. Ability to handle multiple projects, services, activities, etc. in a timely and professional manner in a fast-paced and results-oriented environment.
4. Ability to be flexible, diplomatic, patient, service-driven, and a self-starter.
5. Ability to work independently under limited supervision and in teams.
6. Ability to make reasoned administrative and procedural decisions and judgments on sensitive and confidential issues.
7. Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
8. Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

• Communication experience: Previous experience of drafting accurate communications that prioritize establishing an empathic tone centered around our marketing brand and will yield a high quality customer service experience .
  
• Marketing experience: Previous experience in putting together a variety of marketing design initiatives that support the intended brand of the office.
  
• Robust knowledge of assembling and managing social media posts that align with the marketing brand of the office is desirable
  

Work Environment and/or Physical Demands

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following required training. Additional training may be required by the department (e.g., FERPA):

Required University Training:
● Employee Safety Overview
● Anti-Harassment, Discrimination, Retaliation Training
● Annual Data Security Training
● Annual Title IX Training

Required Departmental Training:
● Adirondack Housing Management Software
● CS Gold, Banner, Perceptive Content and other software training will be provided to be successful in the position

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($17.51/hr).

Title of Position Supervisor

Assistant Director of Housing

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 5/9/2025 - 5/15/2025
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Please upload the following materials exactly as stated:
(1) a cover letter that addresses required and desired qualifications, knowledge, skills, and abilities
(2) a résumé
(3) contact information for three references (preferably, one should be supervisory)

The screening process may also include an assessment of required and desired skills, abilities, and experiences.

Additional Information

Michigan Tech is an internationally renowned doctoral research flagship university located in Houghton, MI. Houghton is located in Michigan's scenic Upper Peninsula on the south shore of Lake Superior. The area provides a unique setting where natural beauty, culture, education, and a diversity of residents from around the world come together to share a superb living and learning experience.

We embrace our winters and cherish our summers with an unapologetic spirit of resilience and adventure. We attract students and employees who love “the great outdoors” and are comfortable with not having amenities usually associated with large communities. Interested individuals are strongly encouraged to research the geographical area carefully before applying.

Housing thrives under the leadership of Administration/Auxiliary Services in creating an environment that promotes inclusion and a sense of belonging within the residential community. The collective of offices that support the residential living experience for our students are devoted to creating a dynamic residential living experience that supports students growth and development and prepares them for independent living. All staff are responsible for creating a safe, welcoming, diverse, inclusive, respectful, and caring environment for students, colleagues, and visitors. We seek skilled and diverse colleagues who are student-focused, nimble, self-motivated, and will embrace and respect who we are and what we do.

Please note: Day to day work occurs in an office situated in an undergraduate residence hall setting amongst living spaces for students. Evening and weekend hours for this position are only occasionally necessary during peak housing periods such as Fall semester opening, break periods (Thanksgiving, winter, and spring breaks), and closing (fall, spring, and summer). During the month of August, staff should anticipate a high demand workload in preparation for the opening of the academic year. Time off requests for the month of August are typically unable to be approved. After hours phone calls and callback support to provide operational assistance may be required.