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
Michigan Technological University is seeking an Administrative Aide for our College of Science & Art department. They are to provide administrative support for the College of Sciences and Arts. This position will work within the 9 departments in the College. Primary responsibilities will be excellent oral communication, independently responding to routine inquiries based on set policy and procedure.
Responsibilities and Essential Duties
1. Greet and assist customers in a friendly, courteous manner.
2. Receive and direct telephone calls
3. Receive and distribute mail and shipments.
4. Respond to routine inquiries and provide assistance based on established university policy and procedure.
5. Work with faculty, staff, and students, providing support to ensure smooth, timely business operations.
6. Independently resolve problems and handle projects with little to no supervision. Recognize when an issue needs to be directed to specific
personnel for resolution.
7. Compile statistical data and prepare reports utilizing word processing, spreadsheet, and database software.
8. Access and extract confidential information using Banweb, WebFocus, Concur, ASPIRE, Digital Measures, Perceptive Content, BANNER,
ImageNow, and Digital Measures.
9. Assist with photocopying needs and maintain copiers and printers.
10. Responsible for maintaining office supply inventory.
11. Responsible for maintaining email lists; ensure regular updates with personnel changes.
12. Monitor and maintain various Google calendars department email accounts if applicable.
13. Manage department calendars for classes and meetings; arrange for appropriate resources, including audio/visual needs, distribute agendas, and follow up as needed.
14. Assist with scholarly publications, presentations, acknowledgments and other correspondence to alumni, donors, and industry contacts as well as other miscellaneous communications.
15. Assist with special events, surveys, etc.
16. Coordinate and process routine paperwork such as check requests, reallocations, purchase requisitions, use charges, deposits, petty cash,
travel expense vouchers, meal reports, reallocation of expenditure forms, budget transfers, and blanket orders; and maintain required documentation and records. Utilize a university purchasing card to make purchases for the department and at faculty's request. Submit reports in Concur for travel and purchasing card expense reports for self and faculty.
17. Process student registration permits and student course registration in Banner 9 to create course override and registration requests for students when requested by faculty.
18. Coordinate daily operations of the administrative office in consultation with the Chair. Work independently to manage workflow, develop office procedures, set performance standards, track and manage operational deadlines, and establish organizational protocol for office duties and services. Maintain a professional, efficient, safe and welcoming office environment and common areas for employees and visitors. Adapt
processes and procedures to the diverse roles and evolving needs of the department. Identify and pursue ways to improve the efficiency and effectiveness of administrative procedures.
19. Responsible for department payroll and student hiring processes including filing appropriate paperwork, processing EPAFs, scheduling and filling out and submitting paper timesheets for student employees as needed.
20. Coordinate and process graduate student related queries including pulling reports, entering stipend EPAFs, creating and updating departmental and college spreadsheets, as well as entering tuition in TZAGRSP on Banner 8 for stipend students and submit support for tuition only fellowship students. As well as assisting graduate students directly with questions on billing, travel form requests, paper timesheets, and scheduling defenses.
21. Participate in Hiring Committees as per departmental request to assist in the hiring process for open UAW positions.
22. Coordinate the development of special projects, including web sites, social media pages, posters/displays, newsletters, brochures, marketing and training materials such as the department coordinator manual. Create reports for the department by gathering, entering, and analyzing basic programmatic data.
23. Utilize the suite of Google tools to collect responses to surveys/forms, maintain content on google sites and network drives, and compile data as needed.
24. Demonstrate knowledge and practice of the Family Educational Rights and Privacy Act (FERPA) in all day-to-day operations in order to protect students and confidential/sensitive information.
25. Supervision: Functional supervision may be exercised over work-study assistant if applicable.
26. Independently... 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.
