Sub Department: Financial Services & Operations
Michigan Technological University is an R1 technological research university founded in 1885 in Houghton. Our rural campus is situated just miles from Lake Superior in Michigan's scenic Upper Peninsula and is home to nearly 7,500 students from more than 60 countries around the world. Consistently ranked among the best universities in the country for return on investment, Michigan's flagship technological university offers more than 185 undergraduate and graduate degree programs. Research focus areas include defense, health, energy, automotive, environment, and aerospace.
The area's waters, forests, and snowfall support year-round recreation, including skiing, snowboarding, hiking, biking, and paddling. The University is an integral part of the region, supported by a friendly and welcoming community that takes pride in being a true college town. We embrace our size, climate, sense of adventure, and originality.
Summary
The Administrative Aide is a member of the Financial Services & Operations team responsible for processing and auditing travel-related financial transactions and reimbursements. This position supports faculty, staff, and students by providing guidance on Concur travel management software, reviewing and approving business meal reports, moving and house-hunting reimbursements, cash advances, and petty cash requests. Additional responsibilities include managing departmental travel email accounts, processing payments through Banner, including checks, invoices, and ACH transactions, and maintaining electronic records through Perceptive Content by routing, scanning, and indexing financial documentation. The Administrative Aide ensures compliance with university policies and federal regulations while delivering responsive customer service and administrative support.
Responsibilities and Essential Duties
1. Provide professional, courteous, and responsive customer service to a diverse population of internal and external customers.
2. Acquire and maintain knowledge of university travel policies, procedures, and applicable regulations.
3. Develop and maintain operational proficiency in the university travel management system, SAP Concur.
4. Provide support for new users of the SAP Concur system.
5. Independently review, audit, and process the following for compliance with university policies and federal regulations:
a. Travel expense reimbursement requests
b. Moving and house-hunting expense reports
c. Business meal reports
d. Petty cash replenishment requests
6. Prepare and process journal entries within the Ellucian Banner system.
7. Oversee the taxable travel process, including running and analyzing WebFOCUS reports and processing taxable journal entries.
8. Independently prepare and communicate responses to customers regarding travel and accounts payable inquiries.
9. Initiate and process direct deposit and check payments.
10. Manage weekly Accounts Payable check runs, including initiating processes, sorting checks, preparing mailings, and distributing checks.
11. Monitor Concur and Travel inboxes and provide guidance and support for emailed inquiries.
12. Monitor the Invoice Mailer email account, including downloading invoices and routing documents through Perceptive Content for processing.
13. Manage and record approved international travel requests in accordance with university procedures and compliance requirements.
14. Process monthly interfaces for departmental charges.
15. Serve as backup support for processing Michigan Tech Fund (MTF) checks and check runs.
16. Sort and distribute departmental mail as needed.
17. Utilize the Ellucian Banner system to process invoices, including blanket orders and check requests.
18. Utilize Perceptive Content to scan, link, route, approve, and attach supporting documentation.
19. Utilize WebFOCUS and Ellucian Banner to generate financial reports and export data into spreadsheets for analysis and reporting.
20. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
21. Apply safety-related knowledge, skills, and practices to everyday work.
22. Other duties as assigned.
Required Education, Certifications, Licensures
* High school diploma or equivalent
Required Experience
* Three years experience in clerical or administrative support experience.
* Three years experience in a customer service setting
* Three years experience using personal computers and basic software packages, such as Microsoft Office Suite and Google Suite.
Desirable Education and/or Experience
* Experience and/or coursework in bookkeeping and/or accounting
* Experience using advanced features of spreadsheet applications (e.g., Excel) such as utilizing columns or tables, sorting, formulas
* Demonstrated experience using Banner and Perceptive Content
* Experience using Concur Expense software
Required Knowledge, Skills, and/or Abilities
* Excellent interpersonal, customer service, and written/oral communication skills.
* Demonstrated ability to work independently and effectively with frequent interruptions.
* Demonstrated knowledge of proper grammar, spelling, and punctuation.
* Demonstrated ability to explain and convey complex information. Demonstrated ability to take the initiative to solve problems.
* Demonstrated ability to organize and prioritize work assignments independently in a complex work environment.
* Demonstrated ability to work with accuracy and attention to detail.
* Demonstrated ability to use judgment and discretions when dealing with highly confidential information.
* Demonstrated ability to work well with others, as a... 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.
