Human Resources

Summary

Michigan Technological University’s Mathematical Sciences Department seeks an Administrative Aide to effectively perform a wide range of administrative tasks including the graduate and undergraduate programs; manage student hiring and payroll. Electronic Personnel Action Forms (EPAF), communicate effectively with faculty, staff, and students to optimize department and office operations.

Responsibilities and Essential Duties

1.Provide administrative Information and assistance based on established university policy and procedures to a diverse population in a professional, friendly, and courteous manner with a focus on the graduate and undergraduate program.
2. Coordinate all aspects of the graduate program including but not limited to the graduate admissions process; individual student records; proficiency and comprehensive qualifying exams process; orientation session: and graduate program budget.
3. Provide excellent customer service to faculty, staff, and students to ensure smooth, timely departmental operations.
4. Hire student graders; coordinate payroll for student employees; originate electronic payroll forms (EPAF) and reallocations, review and process employment forms for new student hires. approve bi­ weekly timesheets. and serve as department timekeeper.
5. Assist with events, student orientation, guest seminars, student presentations.
6. Maintain printer and photocopier equipment and supply Inventory.
7. Order office supplies. when requested.
8. Coordinate with the MTU Registrar's Office for the planning and scheduling of academic functions and activities.
9. Coordinate with MTU Bookstore for textbook requests. etc. Coordinate textbook orders each semester. submit course textbooks using the university bookstore portal, process desk copy requests with publishing companies.
10. Collect and maintain records of syllabi and class rosters; post final exam schedules.
11. Support and create departmental marketing material, including brochures, annual newsletter. departmental annual report, and other outreach activities.
12. Monitor and maintain multiple Google calendars.
13.Independently answer routine inquiries. Receive, screen, and route telephone calls and mail and departmental email account.
14. Assist Department coordinator with special events. surveys, and projects.
15. Maintain graduate web pages. Assist in monitoring the department website for accuracy.
16. Utilize BANNER, Banweb, Canvas, Concur, Digital Measures, Perceptive Content and Webfocus to access and extract confidential information, compile statistical data, and prepare spreadsheets/reports.
17. Other duties as assigned.
18. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
19. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures

High school diploma with equivalent experience from which comparable knowledge and abilities have been acquired.

Required Experience

● Minimum of 2 years of office/administrative support experience working In a collaborative professional environment
● Minimum of 2 years or experience using personal computers and advanced software packages, including cloud-based software such as Google Suite. and advanced features of word processing and spreadsheet applications.

Desirable Education and/or Experience

● Minimum of two years or experience with financial management.
● Experience showing the ability to effectively work with people of diverse backgrounds including faculty, stall, and undergraduate and graduate students.
● Successful progressive experience in office and administrative support
● Experience using advanced features of word processing applications such as utilizing columns or tables, mail merge, sorting, or creating macros.
● Experience using word processing, spreadsheet, Canva, Pdf documents etc.

Required Knowledge, Skills, and/or Abilities

● Demonstrated success in working with persons with a wide variety of personal characteristics and viewpoints.
● Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

● Open to feedback
● Open to learning new skills

Work Environment and/or Physical Demands

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required training; 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.

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

Department Coordinator

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 5/23/2025 - 5/30/2025
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.