Department: Mathematical Sciences
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
WORK ENVIRONMENT: The work environmental characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
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 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.
Full-Time Equivalent (FTE) % (1=100%)
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
Internal & External Posting
Dependent on Funding
No
Special Instructions to Applicants (if applicable)
UAW Posting... For full info follow application link.
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.
