Human Resources

Summary

The Administrative Aide performs administrative support functions for the Humanities Department. This role requires attention to detail, efficient organizational skills, a high level of technical abilities 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.

Responsibilities 

• Provide excellent customer service to a diverse student body population in a profession, friendly, and courteous manner. Ability to communicate in an effective and efficient manner with confidential information using university policies and procedures including FERPA guidelines.
• Graduate Assistant for the Rhetoric, Theory, and Culture (RTC) program. Provide excellent administrative support including but not limited to data entry, forms, contracts, record updates and maintenance for current, prospective, and alumni students. Liaison between the RTC Program and other university departments including but not limited to the Graduate School and International Program Services (IPS). Provide excellent administrative support for the RTC Graduate Director and students. Ability to perform duties utilizing Google Suite, various forms, files, WebFocus, Banner 8 & 9, and other university software applications as needed to perform responsibilities independently in an efficient and timely manner. Ability to use university data to provide the RTC Director with monthly, semester, and yearly data reports as needed on financial status, student enrollment, degree progress, prospective student applications, committee list(s) and other reports to allow the RTC Program to operate in an efficient manner for all program personnel. Attend and provide administrative support for all RTC Program meetings. Attend Graduate School workshops and other webinars, etc. scheduled for graduate programs and/or graduate students.
• Provide administrative and clerical support for all HU Undergraduate Programs, faculty, staff and students including but not limited to data entry, assisting with program promotion, meeting and rooms scheduling, supplies, etc.
• Working knowledge of policies and procedures regarding University functions.
• Ability to utilize university software applications such as Banner 8 & 9, WebFocus, Aspire, Slate, FARS, Schooldude/Maintenance Direct, Safety Skills Empower Suite, Employee Self Service (ESS), Electronic Personnel Action Form (EPAF), HuskyJobs/Handshake, Adobe Suite, Banweb, Zoom, Perceptive Content, and other software applications as needed to support the efficiency and success of the department.
• Complete Content Management System (CMS) training to perform Humanities website content updates.
• Monitor humanities@mtu.edu for requests and route as appropriate. Add HU events to university calendars as needed. Monitor Tech Today and other university news for content that should be routed to faculty/graduate students and/or added to the HU blog/social media. Submit HU department stories and events to Tech Today/University Calendar as appropriate for publication.
• Monitor humanities@mtu.edu to assist the HU Modern Languages (ML) Program with online placement test requests utilizing Emmersion online application. Process requests and enter placement scores in the university Banner 9 system.
• Coordinate the collection and distribution of academic materials such as book orders, class rosters, teaching evaluations, grade sheets, and syllabi. Process desk copy requests with external sources. Liaison between HU department and MTU Campus Bookstore for textbook orders.
• Maintain and update office information: department directory, events calendar, zoom information, supply inventory, worker schedules, student org. support projects, email lists, syllabi, and other information on the HU department M: and Google drives.
• Coordinate/issue key requests with Public Safety and Police Services. Serve as department Safety Liaison with the Environmental Health and Safety office.
• Independently route routine/non-routine correspondence including but not limited to email, mail, and walk-ins to the appropriate person; and provide information and/or referral on appropriate programs and services.
• Maintain a petty cash fund and assist with departmental finance paperwork including but not limited to check requests, reallocations of expenditures, budget transfers, Michigan Tech Fund requests and transfers, purchase requisitions, and other forms as needed. Maintain a departmental purchasing card and process Concur reports.
• Plan and coordinate departmental events such as meetings, colloquia, banquets, retreats, and other events as needed.
• Assist faculty, staff, and student employees with department multifunction copier(s). Maintain copiers including calling for repairs, ordering copier supplies, troubleshooting issues and maintaining yearly blanket agreements.
• Maintain office/printing supplies and supply orders using both campus and/or external suppliers.
• Maintain department room reservations calendar and assist with room reservations.
• Coordinate department student hiring process including Writing Center (WC), and Humanities Digital Media Zone (HDMZ) for both regular student employees and federal work-study employees; including processing hiring/employment forms, posting positions in HuskyJobs/Handshake, managing on-boarding processes, maintaining student scheduling/payroll information, liaison between relevant student hiring departments (HR, Student Financial Services).
• Maintain record retention in accordance with all federal privacy acts.
• Other duties as assigned.

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

Required Education, Certifications, Licensures

High school diploma or equivalent.

Required Experience

• Four years experience in administrative support.
• Proficiency using advanced Google Suite features and forms utilizing columns or tables, sorting, mail merge or creating macros.
• Experience using document sharing programs and imaging software.

Desirable Education and/or Experience

Associates degree in an area that utilizes business administration or an equivalent combination of education and experience in a technically related field from which comparable knowledge and ability can be acquired.

Required Knowledge, Skills, and/or Abilities

• Excellent interpersonal, customer service and written/oral communication skills including technical writing skills.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• 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 high attention to detail.
• Demonstrated ability to meet deadlines.
• Demonstrated ability to use judgment when dealing with highly confidential information.
• Demonstrated ability to work in a team environment.
• Demonstrated ability to learn new computer skills.
• Demonstrated ability to communicated effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.

Desirable Knowledge, Skills, and/or Abilities

• Demonstrated experience using Banner software.
• Demonstrated knowledge of University policies and procedures.
• Demonstrated experience in Google applications, including file management and scheduling functions.
• Demonstrated experience with database management and reporting.
• Demonstrated experience with advanced Microsoft Suite programs and functions; Word, Excel, Project, etc.

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. 

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

Department Coordinator

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 1/10/2025 -1/16/2025
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.