Michigan Technological University is seeking an Administrative Aide for our College of Science & Art department. They are to provide administrative support for the College of Sciences and Arts. This position will work within the 9 departments in the College. Primary responsibilities will be excellent oral communication, independently responding to routine inquiries based on set policy and procedure.

Responsibilities and Essential Duties

1. Greet and assist customers in a friendly, courteous manner.
2. Receive and direct telephone calls
3. Receive and distribute mail and shipments.
4. Respond to routine inquiries and provide assistance based on established university policy and procedure.
5. Work with faculty, staff, and students, providing support to ensure smooth, timely business operations.
6. Independently resolve problems and handle projects with little to no supervision. Recognize when an issue needs to be directed to specific
personnel for resolution.
7. Compile statistical data and prepare reports utilizing word processing, spreadsheet, and database software.
8. Access and extract confidential information using Banweb, WebFocus, Concur, ASPIRE, Digital Measures, Perceptive Content, BANNER,
ImageNow, and Digital Measures.
9. Assist with photocopying needs and maintain copiers and printers.
10. Responsible for maintaining office supply inventory.
11. Responsible for maintaining email lists; ensure regular updates with personnel changes.
12. Monitor and maintain various Google calendars department email accounts if applicable.
13. Manage department calendars for classes and meetings; arrange for appropriate resources, including audio/visual needs, distribute agendas, and follow up as needed.
14. Assist with scholarly publications, presentations, acknowledgments and other correspondence to alumni, donors, and industry contacts as well as other miscellaneous communications.
15. Assist with special events, surveys, etc.
16. Coordinate and process routine paperwork such as check requests, reallocations, purchase requisitions, use charges, deposits, petty cash,
travel expense vouchers, meal reports, reallocation of expenditure forms, budget transfers, and blanket orders; and maintain required documentation and records. Utilize a university purchasing card to make purchases for the department and at faculty’s request. Submit reports in Concur for travel and purchasing card expense reports for self and faculty.
17. Process student registration permits and student course registration in Banner 9 to create course override and registration requests for students when requested by faculty.
18. Coordinate daily operations of the administrative office in consultation with the Chair. Work independently to manage workflow, develop office procedures, set performance standards, track and manage operational deadlines, and establish organizational protocol for office duties and services. Maintain a professional, efficient, safe and welcoming office environment and common areas for employees and visitors. Adapt
processes and procedures to the diverse roles and evolving needs of the department. Identify and pursue ways to improve the efficiency and effectiveness of administrative procedures.
19. Responsible for department payroll and student hiring processes including filing appropriate paperwork, processing EPAFs, scheduling and filling out and submitting paper timesheets for student employees as needed.
20. Coordinate and process graduate student related queries including pulling reports, entering stipend EPAFs, creating and updating departmental and college spreadsheets, as well as entering tuition in TZAGRSP on Banner 8 for stipend students and submit support for tuition only fellowship students. As well as assisting graduate students directly with questions on billing, travel form requests, paper timesheets, and scheduling defenses.
21. Participate in Hiring Committees as per departmental request to assist in the hiring process for open UAW positions.
22. Coordinate the development of special projects, including web sites, social media pages, posters/displays, newsletters, brochures, marketing and training materials such as the department coordinator manual. Create reports for the department by gathering, entering, and analyzing basic programmatic data.
23. Utilize the suite of Google tools to collect responses to surveys/forms, maintain content on google sites and network drives, and compile data as needed.
24. 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.
25. Supervision: Functional supervision may be exercised over work-study assistant if applicable.
26. Independently resolve problems and handle projects with little to no supervision. Recognize when an issue needs to be directed to specific personnel for resolution.
27. Other duties as assigned.
28. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
29. 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

• Two years of office assistant/clerical experience working in a collaborative professional environment.
• Two years of experience using personal computers and basic software (Microsoft Word, Excel).
• Experience using advanced features for word processing and spreadsheet/database software.

Desirable Education and/or Experience

• Demonstrated experience using Microsoft Office, BANNER, ImageNow, and Web Focus databases.
• Demonstrated experience with Google applications, including file management and scheduling functions.
• Experience working in higher education.

Required Knowledge, Skills, and/or Abilities

• Excellent customer service, interpersonal, and oral and written communication skills.
• Demonstrated ability to perform duties with accuracy and attention to detail.
• Demonstrated ability to organize and prioritize work assignments and meet deadlines in a fast-paced environment.
• Demonstrated ability to work effectively with frequent and multiple interruptions.
• Demonstrated ability to work independently and take initiative to solve problems.
• Demonstrated knowledge of proper grammar, spelling, and punctuation, and the ability to explain/convey information.
• Demonstrated ability to work as a team member and contribute to the overall function of the department.
• Demonstrated ability to work, communicate and interact effectively with culturally and educationally diverse individuals
• Demonstrated ability to use judgement when dealing with confidential information.
• Demonstrated ability to learn new computer skills.
• 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

• 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

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.

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

Director of College Finance and Administration

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting - 07/21/2026 - 07/27/2026

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 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 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.