Administrative Aide Apply now (https://secure.dc4.pageuppeople.com/apply/1021/gateway/default.aspx?c=apply&lJobID=493760&lJobSourceTypeID=796&sLanguage=en-us) Job No: 24239 Department: Center for Educational Outreach Work Type: Union Location: Main Campus (Houghton, MI) Full Time / Part Time: Full Time Categories: Office/Clerical Support Department: Center for Educational Outreach Summary The Center for Educational Outreach (CEO) at Michigan Tech seeks an Administrative Aide to support the operational functions of the department, including management of student and temporary staff hiring, payroll reporting, budgetary maintenance and processes, and other responsibilities related to the mission and objectives of the department. Responsibilities ● Coordinate and monitor payroll processes: set up and assign payroll indexes, work with relevant departments to ensure accuracy of payroll payments, etc. ● Manage hiring processes for student and temporary employees: originate electronic payroll forms (EPAF), collect and process employment forms for new hires, and approve student and temporary biweekly timesheets. Assist with the recruitment, hiring, training, and supervision of temporary and student staff as needed. ● Oversee daily department functions: answer phones; receive and process mail, manage email accounts, provide excellent customer service, compose routine correspondence, etc. ● Liaise with internal and external stakeholders (including Sponsored Programs and Accounting, Financial Services and Operations, and others) to manage the administrative functions of grant-funded programs: data entry and reporting, timely submission of required grant documentation, requesting of new indexes, etc. ● Perform regular bookkeeping procedures: budget transfers, reallocations, reconciling monthly statements, process purchase orders, deposit checks, set up Independent Contractors, manage blanket order vendors, complete check requests, oversee Tech Fund accounts, etc. ● Manage administrative systems and software: BANNER, Banweb, Concur, Perceptive Content, WebFOCUS, and others. ● Order supplies and materials as needed. ● Assist with special events, programs, and projects as needed. ● Maintain excellent communication with internal and external stakeholders to positively represent the Center, its programs, and the University at all times. ● Provide exemplary customer service to a diverse population of internal and external constituents of all ages, backgrounds, and cultures. ● Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives. ● Apply safety-related knowledge, skills, and practices to everyday work. ● Other duties as assigned. Required Education, Certifications, Licensures ● High school diploma with equivalent experience from which comparable knowledge and abilities have been acquired. Required Experience ● Minimum of three years of office/administrative support experience working in a collaborative professional environment. ● Minimum of four years of experience using advanced software packages, including cloud-based software such as Google Suite, and advanced features of word processing and spreadsheet applications. ● Experience showing the ability to effectively work with people of diverse backgrounds including faculty, staff, and undergraduate and graduate students. Desirable Education and/or Experience ● Familiarity with TRIO programs including Upward Bound, Talent Search and/or other programs currently administered in the department. ● Administrative experience working in a K-12 school or district. ● Experience working with diverse groups of students. ● Experience working with or advising youth. ● Experience working with grant-funded projects, particularly for students from underserved populations. Required Knowledge, Skills, and/or Abilities ● Demonstrated proficiency using advanced features of Microsoft Word, Excel, Google suite, Banner, WebFocus, Perceptive Content, and other relevant programs. ● Demonstrated ability to provide excellent customer service. ● Demonstrated commitment to working harmoniously with underrepresented populations and advancing diversity, equity, inclusion, and belonging. ● Excellent attention to detail and oral/written communication skills. ● Demonstrated ability to independently manage multiple projects and organize/prioritize work assignments while exercising effective time management. ● Demonstrated ability to work independently and take initiative to solve problems. ● Demonstrated ability to work effectively under conditions with frequent interruptions, shared resources, and multiple deadlines. ● Demonstrated willingness and ability to work nontraditional hours. ● Demonstrated ability to use discretion with confidential or sensitive information. ● Demonstrated ability to work both independently and as part of a team. ● Demonstrated ability to navigate dynamic, urgent/emergent, and/or sensitive situations. ● Demonstrated commitment to contribute to a safe work environment. ● Willingness to participate in professional development and undergo vigorous safety training and background/criminal records checks. Desirable Knowledge, Skills, and/or Abilities ● Positive attitude toward innovation, student service, and a sense of humor. ● 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 ● The noise level in the work environment is usually low to moderate. ● Stand and/or sit at a desk or counter ● Walk, climb, or balance; stoop, kneel, or crouch ● Lift and carry boxes up to 50 pounds with assistance ● On occasion, be standing for periods of 1-2 hours at a time during special programs and events 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 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 Department Coordinator Posting Type Internal and External Dependent on Funding No Special Instructions to Applicants (if applicable) + UAW Posting 10/29/2024 - 11/4/2024 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 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. 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. Required Education, Certifications, Licensures* (minimum requirements) Advertised: 29 Oct 2024 Eastern Daylight Time Applications close: