Administrative Aide
Apply now (https://secure.dc4.pageuppeople.com/apply/1021/gateway/default.aspx?c=apply&lJobID=494216&lJobSourceTypeID=796&sLanguage=en-us) Job No: 26096
Department: Merchandising Operations
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Administrative/Business/Professional
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
The Administrative Aide serves as the primary coordinator for student workforce scheduling and operational administration for Michigan Tech's Merchandising Operations. The role is responsible for ensuring accuracy and completion of financial, inventory, and scheduling processes, while supporting communication and coordination across the Campus Store and University Images operations. This position plays a critical role in maintaining efficient back-office systems and supporting overall operational success.
Responsibilities and Essential Duties
Scheduling & Workforce Coordination
Prepare, publish, and maintain student employee work schedules across locations
Approve time-off requests and coordinate shift coverage across locations
Adjust staffing levels based on operational demands and seasonal needs
Maintain scheduling accuracy and documentation
Operational Administration
Maintain open-to-buy spreadsheets and operational reports
Create and update spreadsheets related to sales, inventory, and financial tracking
Organize and maintain operational documentation and procedures
Perform the daily open and/or close, month-end close, and annual inventory processes in collaboration with the Merchandising Operations team
Assist with critical Auxiliary Business Services events and operational needs during non-peak times, providing cross-functional support across auxiliary venues and programs as directed
Financial & Inventory Processes
Assist with receiving and invoicing processes, ensuring accuracy and completion
Maintain accurate inventory transfer records and system updates
Support financial processes and ensure data integrity
Assist with payroll/time entry approval as proxy when assigned
Communication & Coordination
Manage incoming communications from customers, vendors, and staff
Coordinate information flow between buyers, managers, and store staff
Support operational planning and execution through effective communication
Retail Support
Provide sales floor coverage as needed during peak times or staffing gaps
Assist with customer service and store operations when necessary or as directed
Training & Administrative Support
Assist leadership with scheduling and coordination of monthly training and professional development activities for workforce
Maintain records related to student workforce operations
Assist with onboarding student employees and reinforcement of training expectations as needed
Continuous Improvement & Compliance
Commit to learning about continuous improvement strategies and Lean practices and integrating them into daily retail operations. Actively engage in University continuous improvement initiatives
Apply safety-related knowledge, skills, and practices to everyday work, and maintain confidentiality of sensitive information
Perform other duties as assigned
Required Education, Certifications, Licensures
High school diploma or equivalent
Required Experience
Two years of experience in office, retail, or administrative support
Advanced computer skills
Desirable Education and/or Experience
Bachelor's degree in business, organizational psychology, or a related field (or an equivalent combination of education and experience)
Experience in a college or university bookstore environment
Experience scheduling and/or providing functional supervision to student employees
Experience with spreadsheet and reporting tools
Valid U.S. Driver
Required Knowledge, Skills, and/or Abilities
Strong organizational and time management skills
Ability to manage complex scheduling and competing priorities
Excellent interpersonal and oral/written communication skills
Ability to work irregular hours, including evenings, weekends, and holidays for athletic and university events
Demonstrated strong attention to detail and accuracy
Ability to maintain confidentiality and exercise sound judgment
Ability to work independently and collaboratively, including, but not limited to, the ability to work at any assigned location
Ability to operate basic office equipment, including personal computer, photocopy machine, printer, scanner, fax machine, and calculator
Demonstrated commitment to contribute to a safe work environment
Desirable Knowledge, Skills, and/or Abilities
Proficient in Gmail, Google Suite
Demonstrated ability to work with teams and collaborate
Critical thinking and problem-solving skills
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 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
Frequent sitting, standing, and walking
Use of multi-screen computer systems for extended periods
Occasional lifting up to 50 pounds with assistance
Occasionally required to stoop, kneel, or crouch
Peak workload periods are aligned with academic terms
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 $18.58 hr
Title of Position Supervisor
Campus Store Manager
Posting Type
Internal & External
Dependent on Funding
No
Special Instructions to Applicants (if applicable)
UAW Posting - 07/16/2026 - 07/22/2026
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: 16 Jul 2026 Eastern Daylight Time
Applications Close:
