Human Resources

Summary

The Graduate Admissions Administrative Aide performs administrative support functions for the Graduate School Admissions Team. This role requires attention to detail, efficient organizational skills, and discretion in handling confidential information. The ideal candidate for this position will be a role model for excellent service as they interact with a diverse population of students, faculty, staff, applicants, and visitors. Provide excellent customer service to a diverse student body population in a professional, friendly, and courteous manner.

Responsibilities 

• Assist with the review of application materials for accuracy and provide completed applications to the program for review.
• Be the lead on finding recruiting events, documenting, and creating a schedule with the rest of the admissions team, including registration for approved events and travel arrangements as necessary.
• Be the lead for providing phone communications for prospective students, applicant inquiries, registered not paid process, and initiatives to grow domestic enrollments.
• Be a secondary point of contact for Graduate Student Office Assistants to check-in and receive tasks when other admissions members are unavailable.
• Manage email inquiries for prospective and applicant inquiries, ensuring quality and timely response.
• Triage routine/non-routine requests for information and provide information when appropriate or refer to the appropriate Graduate Director or Graduate Admissions staff members.
• Manage the campus visit program for prospective students, including budget, scheduling, and travel coordination.
• Consolidating student records in our admissions system.
• Admissions and enrollment data auditing and cleanup to ensure data integrity.
• Maintaining international institution information in Slate and Banner.
• Assist with the processing of official transcripts and proof of degrees for incoming Graduate Students.
• Manage and coordinate admissions requirements meetings for all graduate programs, including scheduling, collection of relevant data, documentation and website updates.
• Serve as a colleague for Graduate School Admissions staff for special projects, functions, and events as necessary.
• Other duties as assigned.
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in university continuous improvement initiatives.
• 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.
• 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 can be acquired.

Required Experience

● Four years office/clerical experience.
● Four years experience using personal computers including Google Suite, Microsoft Word and Excel.
● Four years of customer service experience.

Desirable Education and/or Experience

● Bachelor’s degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
● Familiarity and experience with Slate, Banner, and WebFocus
● Experience updating websites
● Experience working with Graduate Students
● Experience working with university admissions.
● Experience working with people from multiple countries and cultures.

Required Knowledge, Skills, and/or Abilities

● Excellent interpersonal, customer service, and written/oral communication skills.
● Demonstrated willingness and ability to learn and follow instructions.
● Demonstrated ability to independently organize and prioritize multiple work assignments.
● Demonstrated ability to work with accuracy and attention to detail.
● Demonstrated ability to work effectively with frequent and multiple interruptions.
● Demonstrated knowledge of proper grammar, spelling, and punctuation.
● Demonstrated excellent attendance record.
● Demonstrated ability to be flexible and adapt to changing priorities.
● Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of an office.
● 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.

Desirable Knowledge, Skills, and/or Abilities

● Working knowledge of university policies and procedures.
● Experience in graduate student admissions

● Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics 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.
  ● Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  

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.

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

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($17.51/hr).

Title of Position Supervisor

Assistant Director of Graduate Enrollment Services

Posting Type

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

UAW Posting 12/4/2024 - 12/10/2024
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.