Administrative Aide

Apply now (https://secure.dc4.pageuppeople.com/apply/1021/gateway/default.aspx?c=apply&lJobID=493981&lJobSourceTypeID=796&sLanguage=en-us) Job No: 25176

Department: Associate Vice President for Admin

Work Type: Union

Location: Main Campus (Houghton, MI)

Full Time / Part Time: Full Time

Categories: Administrative/Business/Professional, Office/Clerical Support

Department: Business Support Center

Summary

Michigan Technological University seeks an Administrative Aide with shared responsibilities within the Business Support Center (BSC) and Creative Suite (the marketing team within Residential Living and Auxiliary Services). While the workflow will fluctuate, the successful candidate should anticipate a 50/50 distribution in supporting both operations within this role. The Senior Divisional Marketing Specialist will provide guidance and leadership to this position in addition to the supervision received by the Director of Administration.

Responsibilities include assisting with the daily operations of the Creative Suite team and Business Support Center to perform a wide range of administrative and financial processes. The Admin Aide contributes to the overall smooth operations for auxiliary units within Michigan Tech while remaining flexible, proactive, resourceful, and professional. This department positively represents the University by providing outstanding customer service when responding to the needs of campus clients and external customers.

Responsibilities and Essential Duties

Provide administrative support for daily functions including answering phones and directing non-routine questions; receive and route mail; manage email accounts and ticketing system; compose routine correspondence; draft replies to non-routine inquiries.

Independently organize, prioritize, and manage multiple duties and determine actions needed to ensure accurate, timely, and efficient completion of tasks.

Provide excellent customer service to a diverse population of internal and external customers.

Independently resolve problems and handle projects with little or no supervision. Recognize when an issue needs to be directed to specific personnel for resolution.

Lead departmental payroll functions including processing internal paperwork and creating Electronic Personnel Actions Forms (EPAF's).

Independently process reservations for meeting and guest rooms.

Independently evaluate extremely sensitive and confidential documents and determine the appropriate course of action.

Manage the security, verification, and balancing of the vault and departmental petty cash fund.

Independently coordinate, organize, assemble, and verify the daily distribution of starting cash bags to meet the business demands of multiple units and departments.

Independently verify, reconcile, and enter financial transactions for multiple units and departments, balancing the transaction detail and generating a remittance report for Banner entry.

Independently retrieve and analyze point of sale reports for accuracy, identify problems, and resolve discrepancies associated with financial transactions.

Manage financial processes including processing payments, refunds, deposits, withdrawal replenishments, reallocations, check requests, budget transfers, invoice payments, and purchase requisitions.

Collaborate with University Accounting to reconcile sales tax, dining dollars, express cash usage, and monthly remittance discrepancies.

Lead the implementation and development of new units or departments into the Business Support Center administrative, cash accounting, and remittance processes.

Hire, train, and supervise student office employees with functional supervision over temporary employees.

Manage space allocations and equipment inventories for auxiliary units.

Update departmental webpages.

Collaborate with the Senior Divisional Marketing Specialist to support marketing projects by identifying and tracking tasks necessary for successful completion.

Assist with managing the marketing project ticketing system, including assigning, updating, and tracking requests through the Creative Suite workflow.

Manage assigned web projects within Omni CMS, including updating site content, uploading files and images, and maintaining digital assets-ensuring adherence to brand, editorial, accessibility, and web best practices.

Place print and promotional orders through the Michigan Tech Storefront and external vendors as needed.

Commit to learning about continuous improvement strategies and apply them to everyday work. Actively engage in University continuous improvement initiatives.

Apply safety-related knowledge, skills, and practices to everyday work.

Other duties as assigned.

Required Education, Certifications, Licensures

? High school diploma, or an equivalent combination of education and experience for which comparable knowledge and abilities can be required.

Required Experience

? Two years experience in clerical or administrative support.

? Two years experience using personal computers and basic software packages such as Microsoft Office Suite and Google Suite.

? Two years experience in a customer service setting.

? Two years experience in cash handling, processing and recording financial transactions

Desirable Education and/or Experience

? Bachelor's degree, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

? Experience using Google Suite such as creating forms, documents, spreadsheets, and presentations.

? Experience using Perceptive Content, Content Management System, Banner software, and Ticketing software.

? Experience working in a financial institution and/or accounting department.

? Experience working in higher education.

Required Knowledge, Skills, and/or Abilities

? Excellent interpersonal, customer service and oral/written communication skills.

? Experience reading and interpreting financial information and documents.

? Demonstrated ability to work effectively under conditions with frequent interruptions and meet established deadlines.

? Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.

? Demonstrated ability to independently organize and prioritize customer service and work assignments in a complex work environment.

? Demonstrated knowledge of proper grammar, spelling, and punctuation.

? Experience working with processing, reconciling, and reporting financial transactions.

? Demonstrated ability to work independently to investigate and take the initiative to solve complex problems.

? Demonstrated ability to use judgment and discretion when dealing with confidential information.

? Demonstrated ability to learn new software and computer-based applications.

? Demonstrated ability to effectively adapt to change.

? Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.

? Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.

? Demonstrated commitment to contribute to a safe work environment.

? Demonstrated ability and commitment to engage in continuous improvement practices.

Desirable Knowledge, Skills, and/or Abilities

? Knowledgeable in Lean processes and continuous improvement efforts.

? Demonstrated experience using intermediate and advanced features of Microsoft Office Suite for word processing, spreadsheets, and presentations.

? Demonstrated experience with accounting and payroll procedures and processes.

? Experience using Banner.

Work Environment and/or Physical Demands

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations 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 training courses:

· Employee Safety Overview

· Annual Data Security Training

· Anti-Harassment, Discrimination, Retaliation Training

· Annual Title IX Training

Required Departmental Training:

? Omni CMS training.

Additional training will be required by the department on a periodic basis.

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

Contractual. External candidates will receive the minimum amount ($18.04/hr).

Title of Position Supervisor

Director of Administration, Auxiliary and Business Services

Posting Type

Internal & External Posting

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 7/15/2025 -7/21/2025

External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW Posting dates.

Please submit the contact information for at least three (3) professional references with your resume.

Additional Information

Michigan Tech is an ADVANCE institution, one of a select group of universities in receipt of NSF funds in support of our commitment to increase diversity and the participation and advancement of women in STEM.

Michigan Tech also has a Dual Career Program which assists departments with partner orientation to the university and community and identification of possible positions for partners.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Conditions of Employment:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

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.

If you require any auxiliary aids, services, or accommodations during Michigan Tech's hiring process please notify the Human Resources office at 906-487-2280 or hr-help@mtu.edu.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: 15 Jul 2025 Eastern Daylight Time

Applications close:

Michigan Technological University

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