What are the responsibilities and job description for the Sr. Administrative Aide position at Michigan Technological University and Careers?
Sr. Administrative Aide
Job No: 25305
Department: Residence Life
Work Type: Staff - Full Time
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support
Applications Close:
Department: Residence Life
Work Type: Staff - Full Time
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support
Applications Close:
Department: Residential Living
Summary
This position plays a key 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.
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 and Essential Duties
Residential Access Management
1. Lead and independently manage the residential access and security processes, including adhering to and recommending policies and procedures for a residential enterprise housing over 3100 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 external vendors.
3. Partner with the Executive Director 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, lock changes, work orders, 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. Directly oversee and organize the early arrival and late stay registration and approval process during break/closure periods for all resident students
7. Provide secondary support to the office manager as needed in managing meeting room access, coordinating office activities, inventory, calendars and ensure smooth office operations
Fiscal Management
8. Assist the Executive Director to create and maintain accurate monthly financial reports
9. 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
10. 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
11. Independently process charges and credits to student Banner accounts for lost keys, core changes, and other access related fines. Document fines using housing management systems.
12. Collaborate with the Business Support Center on 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
13. Provide superior customer service in all internal/external communications to ensure satisfaction of stakeholders
14. This position is responsible for instructing and directing the work of five or fewer student office staff.
15. Apply safety-related knowledge, skills, and practices to everyday work.
16. Commit to learning about continuous improvement strategies and applying them to everyday work.
1. Lead and independently manage the residential access and security processes, including adhering to and recommending policies and procedures for a residential enterprise housing over 3100 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 external vendors.
3. Partner with the Executive Director 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, lock changes, work orders, 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. Directly oversee and organize the early arrival and late stay registration and approval process during break/closure periods for all resident students
7. Provide secondary support to the office manager as needed in managing meeting room access, coordinating office activities, inventory, calendars and ensure smooth office operations
Fiscal Management
8. Assist the Executive Director to create and maintain accurate monthly financial reports
9. 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
10. 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
11. Independently process charges and credits to student Banner accounts for lost keys, core changes, and other access related fines. Document fines using housing management systems.
12. Collaborate with the Business Support Center on 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
13. Provide superior customer service in all internal/external communications to ensure satisfaction of stakeholders
14. This position is responsible for instructing and directing the work of five or fewer student office staff.
15. Apply safety-related knowledge, skills, and practices to everyday work.
16. 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.
experience from which comparable knowledge and abilities can be
acquired.
Required Experience
- Three years office/clerical experience
- Three year's 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
- Strong interpersonal communication skills with a commitment to
- provide a positive customer service experience to a wide spectrum of
- 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
- 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
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.
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 required training. Additional training may be required by
the department (e.g., FERPA):
Required University Training:
Required Departmental 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.
following required training. Additional training may be required by
the department (e.g., FERPA):
Required University Training:
- Employee Safety Overview
- Anti-Harassment, Discrimination, Retaliation Training
- Annual Data Security Training
- Annual Title IX Training
Required Departmental Training:
- Adirondack Housing Management Software
- CS Gold, Banner, Perceptive Content and other software 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
FLSA Status
Non-Exempt
Appointment Term
12 months
Shift
1st Shift
Pay Rate/Salary
Contractual. External candidates will receive the minimum of the level.
Title of Position Supervisor
Executive Director, Residential Living
Posting Type
Internal & External
Dependent on Funding
No
Special Instructions to Applicants (if applicable)
UAW Posting 12/19/2025 - 01/02/2026
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.
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.
Required Education, Certifications, Licensures* (minimum requirements)
Advertised: 19 Dec 2025 Eastern Standard Time
Applications Close: