Sr. Administrative Aide Apply now (https://secure.dc4.pageuppeople.com/apply/1021/gateway/default.aspx?c=apply&lJobID=493761&lJobSourceTypeID=796&sLanguage=en-us) Job No: 24331 Department: Residence Housing Work Type: Union Location: Main Campus (Houghton, MI) Full Time / Part Time: Full Time Categories: Office/Clerical Support Department: Residential LIving Summary This position plays a key operational role within the Residential Living operation, providing leadership, oversight, management, and coordination of the residential access systems for the residential buildings; ensuring a highly accurate and precise operation. In addition, this position will assist the Executive Director of Residential Living and other department leaders in the organization of the department budget and ensure day-to-day financial transactions are efficient and accurate. They will provide oversight over Payroll Management, a high volume of petty cash transactions, and ensure the efficiency and accuracy of financial transactions within the entire Residential Living operation. This position is a champion of collaboration, requiring strong interpersonal skills to partner with the multiple departments (Housing, Residence Education, Dining, Residential Facilities) within the Residential Living auxiliary operation and partner with leadership in ensuring the delivery of a dynamic residential experience for students. This position's responsibilities are critical to the safety and security of the residential community and ensuring the smooth fiscal operations of the department. This position will require individuals to work independently, maintaining high levels of judgment, critical thinking, and a strong attention to detail that prioritizes the safety of residents and the efficiency of our financial operations. Responsibilities Residential Access Management 1. Directly lead and independently manage the residential access and security processes, including adhering to and recommending policies and procedures for a residential enterprise housing over 3300 residents. 2. Independently oversee, manage, approve, and coordinate residential facility access for multiple University stakeholders, such as student organizations, Dining Services, Facilities Management, Public Safety and Police Services, and external vendors. 3. Partner with the Executive Director of Residential Living on the residential access plan for the halls that will optimize access to prioritize the safety and security of the residential environment 4. Provide oversight, organization, and coordination for the controls associated with inventory, distribution, and audits of all physical keys, key cards, punch codes, and electronic locking systems. 5. Responsible for the card identification system (does not include the official Michigan Tech ID) creating, encoding, and programming cards for staff IDs, guests, and programs for the residential buildings. 6. Provide oversight and coordinate the electronic exterior door locking schedules and patron access permissions for the residential enterprise. 7. Collaborate with Public Safety in the coordination, ordering, and tracking of lock change and key work orders for all residence hall spaces 8. Directly oversee and organize the the early arrival and late stay registration and approval process during break/closure periods for all resident students 9. Provide secondary support to the office manager as needed in managing meeting room access, including: booking reservations, maintaining a meeting room calendar, invoicing and collecting payment from guests, communicating room usage policies, coordinating access, submitting work orders to Facilities for cleaning rooms and inspecting rooms prior to their use to ensure they are set up to the guests specifications. Fiscal Management 10. Assist the Executive Director of Residential Living in the organization of the departmental budget 11. Assist the Executive Director to create and maintain accurate monthly financial reports used to analyze performance across the residential enterprise 12. Provide oversight in all day-to-day financial processes and business transactions (petty cash, billing, payroll purchasing, inter account transfers), ensuring their efficiency and accuracy, and tracking departmental fiscal activity and reporting activity to the Director 13. Serve as the Payroll departmental liaison and collaborate with the Business Support Center to ensure the efficient and accurate processing of paperwork for over 200 staff and assist with timecard/EPAF management as needed 14. Independently process charges and credits to student Banner accounts for lost keys, core changes, and other access related fines. Document fines using the Roompact and housing management (THD) systems. 15. Manage the request process for meal plan changes. 16. Collaborate with the Business Support Center on departmental purchase requisitions, invoices, inter-account billing, deposits, financial transactions, and petty cash processes. Cross trained to provide additional financial processes support as needed. Administrative Tasks 17. Identify problems, independently analyze information, and, in consultation with the supervisor, take initiative to develop solutions. 18. Provide secondary support to the Office Manager as needed to coordinate office activities, equipment, supplies, schedules, and calendars; develop and recommend office procedures and systems, ensure smooth office operations. This is a Google office that utilizes team drives, shared calendars, groups, and forms to manage processes. 19. Provide superior customer service in all internal/external communications to ensure satisfaction of stakeholders; receive and screen incoming phone calls, handle routine issues, independently respond to questions about policies and procedures to resolve issues and/or facilitate contact with appropriate personnel when required. 20. Maintain working knowledge and compliance with federal and state regulations such as FERPA, Clery Act, VAWA, and HEOA regarding release of information, data tracking, and report generation. 21. Participate on departmental and University committees as needed. 22. This position is responsible for instructing and directing the work of five or fewer student office staff. 23. Apply safety-related knowledge, skills, and practices to everyday work. 24. Commit to learning about continuous improvement strategies and applying them 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 ● Five years office/clerical experience ● Five years experience using personal computers and software office suite packages (Microsoft and/or Google) ● Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or creating macros ● Experience using advanced features of spreadsheet applications including creating formulas, charts, tables, and managing worksheets with multiple complex formulas ● Experience with accounting procedures and processes Desirable Education and/or Experience Required Knowledge, Skills, and/or Abilities ● Strong interpersonal communication skills with a commitment to provide an inclusive and positive customer service experience to a wide spectrum of diverse audiences in a student-centered environment. ● Strong multitasking skills to handle multiple projects ● Keen attention to detail and ability to maintain electronic records with a high level of accuracy as they pertain to the organization of keys, access control, financial records, and other housing related information ● Strong use of judgement and tact in handling confidential information Desirable Knowledge, Skills, and/or Abilities ● Demonstrated ability and confidence to work independently on solving challenges and anticipating needs while continuously looking ahead. ● Demonstrated ability to collaborate effectively with department leaders and campus stakeholders and provide support as needed ● Demonstrated ability to take initiative in completing tasks within specified time constraints ● Demonstrated ability to learn and utilize new software programs such as housing management software to improve efficiency of operations ● Demonstrated ability to organize and prioritize work assignments in a complex work environment ● Demonstrated ability to adapt to changes as operations evolve ● Demonstrated ability to generate reports based on information from multiple data sources ● Demonstrated ability to provide an empathic response when responding to individuals who may be in a distressed state ● 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 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 ($18.54/hr). Title of Position Supervisor Executive Director, Residential Living 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: