Administrative Aide
Apply now (https://secure.dc4.pageuppeople.com/apply/1021/gateway/default.aspx?c=apply&lJobID=494140&lJobSourceTypeID=796&sLanguage=en-us) Job No: 26024
Department: Mechanical & Aerospace Engineering
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Administrative/Business/Professional, Office/Clerical Support
Applications Close:
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 (https://www.mtu.edu/admissions/academics/majors/) and graduate (https://www.mtu.edu/gradschool/programs/degrees/) 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 Mechanical and Aerospace Engineering department. This position provides critical administrative support to the Department of Mechanical and Aerospace Engineering, acting as a key point of contact for staff, faculty, students, and the public. It is a demanding, fast-paced role that requires the ability to work independently, manage multiple priorities, and maintain high accuracy and attention to detail.
Responsibilities and Essential Duties
Coordinate faculty recruitment process, including working with the department chair and search committee members to initiate the search, advertise, schedule meetings with the candidates, facilitate candidate travel to campus, lodging, preparing itineraries and processing associated entertainment and travel reimbursements.
Process Textbook orders & other supplemental materials from textbook publishers for faculty.
Serve as the departmental grading coordinator and facilitator for electronic submission of student grades through CANVAS and Banweb.
Provide administrative support in the coordination and development of special projects, including web sites, social media pages, posters/ displays, newsletters, brochures, marketing, and training materials.
Prepare semester teaching schedules, departmental directories, and posters.
Amend and approve instructor verification data.
Coordinate the student instructor evaluation process with instructors, GTAs and the Center for Teaching and Learning.
Coordinate department functions such as the department retreat, External Advisory Board meetings, Order of the Engineer Ceremony/Senior Banquet, Presidential Council of Alumnae and Academy induction events.
Provide faculty information updates to maintain department websites.
Provide administrative support for the Directors of Undergraduate Studies.
Order business cards, nameplates, and name badges through the Print Shop.
Utilize Banner, Banweb, WebFocus, Concur, ASPIRE, Digital Measures and Perceptive Content to access and monitor department information.
Process purchase requisitions and assist with purchasing card expense reports.
Serve as a permanent staff member of the Department Social Committee, contributing to the planning and execution of departmental events and fostering a collaborative and engaging work environment.
Assist with maintaining the calendar of the Department Chair.
Provide administrative support and take minutes for the Curriculum Committee.
Receive and route telephone calls when necessary.
Morning opening of the department offices, lounge, and conference rooms.
Other duties as assigned.
Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
Apply safety-related knowledge, skills, and practices to everyday work.
Required Education, Certifications, Licensures
High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities are acquired.
Required Experience
Four years of experience in secretarial and administrative, or customer service or a combination of experience.
Four years of experience using personal computers and basic software packages including word processing, spreadsheet, and database software.
Experience using advanced features of word processing applications such as utilizing columns or tables, mail merge, and sorting.
Desirable Education and/or Experience
Experience using advanced features of data base/spreadsheet applications such as creating macros, using range names, or using the file extract/combine feature.
Experience using Banner, Web Focus, Concur, Perceptive Content, Digital Measures and Aspire.
Required Knowledge, Skills, and/or Abilities
Excellent customer service, interpersonal, and written/oral communication skills.
Demonstrated ability to independently organize and prioritize multiple work assignments.
Demonstrated ability to work independently and take the initiative to solve problems.
Demonstrated ability to handle simultaneous requests with accuracy and attention to detail.
Demonstrated ability to work effectively under conditions with frequent and multiple interruptions.
Demonstrated ability to effectively adapt to change.
Demonstrated ability to use judgment when dealing with confidential information.
Demonstrated ability to work as a team.
Demonstrated knowledge of proper grammar, spelling and punctuation.
Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
Desirable Knowledge, Skills, and/or Abilities
Demonstrated success in, or potential future contributions to, working with persons with a wide variety of backgrounds and viewpoints.
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 Page 5 of 5 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 4 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
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
FLSA Status
Non-Exempt
Appointment Term
12 months
Shift
-
Pay Rate/Salary
Contractual. External candidates will receive the minimum amount $18.04 per hour.
Title of Position Supervisor
Executive Assistant
Posting Type
Internal and External
Dependent on Funding
No
Special Instructions to Applicants (if applicable)
UAW Posting 4/8/2026 - 4/15/2026
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.
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.
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.
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.
The Annual Security and Fire Safety Report (https://www.mtu.edu/publicsafety/pdfs/annual-report.pdf) contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. Michigan Tech will provide a paper copy upon request; please contact the Michigan Tech Public Safety.
In compliance with the federal Drug-Free Schools and Communities Act (DFSCA) and its implementing regulations (34 CFR Part 86), Michigan Tech is committed to maintaining a drugfree campus environment and actively promoting the health and safety of its community. Find our notice (https://www.mtu.edu/hr/current/docs/aod-notification.pdf) that outlines the University's policies, legal sanctions, health risks, and available support resources related to the unlawful possession, use, or distribution of illicit drugs and alcohol.
Required Education, Certifications, Licensures* (minimum requirements)
Advertised: 08 Apr 2026 Eastern Daylight Time
Applications Close:
