Job DescriptionSummary | The Administrative Aide serves as the department manager and is responsible for the operational functions of the Center for Educational Outreach, especially finance and budget management.
The Administrative Aide independently establishes strategies and processes for streamlining departmental operations, maximizing limited resources, and ensures that the Center's student and customer services needs are met, while also working with the entire team to contribute to the Center's mission of providing impactful and engaging educational outreach.
The Administrative Aide must have advanced budget, actuarial, or finance knowledge, excellent customer service and computer skills, approach work processes methodically, and have extreme attention to detail. This position must function effectively in a fast-paced environment. |
Essential Duties & Responsibilities (other duties may be assigned) | 1. Coordinate office activities, equipment, supplies, schedules, and calendars; develop and recommend office procedures and systems, ensure smooth office operations. 2. Provide a wide variety of administrative functions for staff, such as preparing reports, gathering and analyzing basic programmatic data, and performing special projects. 3. Provide excellent customer service to a diverse population of both internal and external customers of all ages. 4. Manage departmental hiring processes, including student employees, temporary staff, interns, and instructors; prepare and monitor all Electronic Personnel Action Forms (EPAF). 5. Research, propose, and complete grant proposals to support departmental activities, as well as support departmental collaboration on external grants, including faculty NSF CAREER awards. 6. Review departmental budget and reconcile monthly statements, initiate reallocations, and oversee departmental purchasing card activities and records as needed. 7. Manage a complex departmental budget profile consisting of multiple indexes and varying fiscal years to ensure fiscal health and sustainability, including execution of internal transfers and gift and sponsorship funds. 8. Provide administrative support for departmental programming, such as Summer Youth Programs, Mind Trekkers, Tomorrow's Talent Series, and others, including advising families and students on enrollment, updating and distributing forms, and assisting with the management of special scholarships. 9. Independently resolve problems and handle projects with little or no supervision. Recognize when an issue needs to be directed to specific personnel for resolution. 10. 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. 11. Other duties as assigned. 12. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives. 13. Apply safety-related knowledge, skills, and practices to everyday work. |
Required Education, Certifications, Licensures (minimum requirements) | High School Diploma or equivalent. |
Required Experience (minimum requirements) | * Minimum of two years of experience with direct budget management, including preparation, reconciliation, and reporting. * Minimum of five years office/clerical experience. * Minimum of five years of 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 | * Experience using Banner. * Experience with grant proposal writing. * Experience working with K-12 students or teachers. |
Required Knowledge, Skills, and/or Abilities (minimum requirements) | * Excellent interpersonal, customer service and written/oral communication skills. * Demonstrated knowledge of proper grammar, spelling, and punctuation. * Demonstrated ability to explain and convey complex information. * Demonstrated ability to work independently and take 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 judgement when dealing with highly confidential information. * Demonstrated ability to work well with others. * Demonstrated ability to work in a team environment. * Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students and staff. * Demonstrated ability to contribute to a safe work environment. |
Desirable Knowledge, Skills, and/or Abilities | * Experience with program or event development, coordination, and/or execution. * Experience working in an educational setting, either informal or formal. |
Work Environment and/or Physical Demands | - Specific vision abilities required of this job include close, distance, color, and peripheral vision and the ability to adjust focus. The employee may occasionally be required to lift up to 25 pounds. 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 3 required trainings; additional training may be required by the department. Required University Training: Employee Safety Overview Anti-Harassment, Discrimination, Retaliation Training Annual Data Security 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%) | 1.0 |
FLSA Status | Non-Exempt |
Appointment Term | 12 months |
Shift | 1st Shift |
Pay Rate/Salary | External Candidates Will Receive the Minimum $15.00 |
Title of Position Supervisor | Director |
Posting Type | Internal & External |
Special Instructions to Applicants (if applicable) | UAW Internal & External posting 3/30/21 - 4/5/21. External applications will only be reviewed after internal applications. |