Administrative Aide

Michigan Technological University

United States, Michigan, Houghton

1400 Townsend Drive (Show on map)

Apr 22, 2025

Department: College of Electrical and Computer Engineering

Summary	Michigan Technological University seeks an Administrative Aide to independently provide day-to-day front office management for the Electrical and Computer Engineering (ECE) Department. Provide administrative support for the chair, faculty and staff. Process accounting, finance and payroll transactions for the Department. Plan and coordinate departmental functions, such as banquets, events, retreats, networking events, info sessions, workshops, etc.
Responsibilities and Essential Duties	Independently manage operations of ECE's main office. Greet and assist customers in a professional, friendly and courteous manner. Independently receive and respond to inquiries and provide information about the ECE Department and University community, both in person and via email; draft replies to non-routine correspondence. Provide administrative support to the chair, faculty and staff. Coordinate and process accounting and finance paperwork, including check requests, reallocation of expenditures, budget transfers, Michigan Tech Fund transfers, student travel vouchers, purchase requisitions, etc. Lead departmental payroll functions, including processing EPAFs and managing Banweb time; communicate information and procedures to department Run monthly Michigan Tech Fund donor/gift reports using MTF database; create thank you letters using mail merge, create finance reports using Excel or other spreadsheet software. Run monthly departmental finance reports using Banner and WebFocus. Create departmental reports using data from WebFocus, Banner, ASPIRE and other University sources to track key performance indicators for the chair, such as annual research expenditures. Maintain a departmental purchasing card and process Concur reports Manage and maintain the departmental petty cash fund. Plan and coordinate departmental functions and events, including departmental meetings, retreats, banquets, networking events, expos, graduation receptions, etc. Plan and coordinate professional/research seminars including publicity and advertising, creating posters/flyers, email communications, travel arrangements, etc. Plan and coordinate ECE summer professional development conferences, including publicity and communications, coordinating on-campus or local housing options, managing the online store and collecting payments, managing the event budget, assessment, etc. Coordinate and plan the biennial ECE Academy - collect names from Alumni Association, send invitations, collect RSVPs, arrange banquet ceremonies, order plaques for walls. Assist Associate Chair with departmental scheduling of course, classroom, instructor, and final exam assignments. Manage the student employment application process, including communications to students regarding open positions; communications with faculty and staff regarding the student employment process; responding to inquiries, maintaining files. Supervise student employees (approximately 3) and participate in the hiring and evaluation process. Coordinate the departmental student awards process. Assist with faculty and staff searches. Oversee the building departmental conference room reservations. Manage building room access software through IT, granting room and lab access to students, faculty and staff. Assist with Graduate Program and other departmental projects as needed. Apply safety-related knowledge, skills, and practices to everyday work. Demonstrated commitment to contribute to a safe work environment.
Required Education, Certifications, Licensures	High School diploma or equivalent.
Required Experience	Two years of office, clerical, administrative or retail experience Two years of experience using personal computers and basic software packages Experience using Microsoft and Google suite packages Customer service experience
Desirable Education and/or Experience	Experience related to accounting, finance, payroll or cashiering Demonstrated success in, or potential future contributions to, working with persons with a wide variety of personal characteristics and viewpoints. A degree in higher education that can be applicable to the duties and responsibilities of the position. Experience using advanced features of word processing and spreadsheet applications Experience creating forms and documents
Required Knowledge, Skills, and/or Abilities	Excellent customer service and interpersonal skills. Excellent oral, written and interpersonal communications skills. Ability to perform basic math calculations. Ability to learn various departmental and university software. Ability to read, interpret and follow directions. Demonstrated ability to work with accuracy and attention to detail. Ability to take initiative and independently resolve problems. Demonstrated ability to use discretion when dealing with confidential information Demonstrated commitment to contribute to a safe work environment
Desirable Knowledge, Skills, and/or Abilities	An interest in learning new tasks An interest in professional development and advancement within the department
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.
Required Training and Other Conditions of Employment	Every employee at Michigan Technological University will receive the following three 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 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%)	1.00
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	Business Manager/Communications Specialist
Posting Type	Internal and External
Dependent on Funding	No
Special Instructions to Applicants (if applicable)	UAW Posting 4/23/2025 - 4/29/2025 External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.
Additional Information	ECE is a relaxed, friendly, supportive environment. The general hours of operation are 8AM-5PM but can accommodate some variations in this schedule.

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.

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.

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.