Administrative Aide 8

Department: Administrative and auxiliary services

Summary

Michigan Tech is seeking a professional to join the Business Support Center, which works independently to perform a wide range of administrative and financial processes that support the smooth operations of auxiliary units across the University. The department is known for being flexible, proactive, resourceful, and professional, and it positively represents Michigan Tech by delivering outstanding customer service to both campus clients and external partners.

Responsibilities And Essential Duties

• Provide administrative support for daily functions including answering phones and directing non-routine questions; receive and route mail; manage email accounts and ticketing system; compose routine correspondence; draft replies to non-routine inquiries.
• Independently organize, prioritize, and manage multiple duties and determine actions needed to ensure accurate, timely, and efficient completion of tasks on a daily basis.
• Provide excellent customer service to a diverse population of internal and external customers.
• Independently resolve problems and handle projects with little or no supervision. Recognize when an issue needs to be directed to specific personnel for resolution.
• Lead departmental payroll functions including processing internal paperwork and creating Electronic Personnel Actions Forms (EPAF’s).
• Independently process reservations for meeting and guest rooms.
• Independently evaluate extremely sensitive and confidential documents and determine the appropriate course of action.
• Manage the security, verification, and balancing of the vault and departmental petty cash fund on a daily basis.
• Independently coordinate, organize, assemble, and verify the daily distribution of starting cash bags to meet the business demands of multiple units and departments.
• Independently verify, reconcile, and enter financial transactions for multiple units and departments, balancing the transaction detail and generating a remittance report for Banner entry on a daily basis.
• Independently retrieve and analyze point of sale reports for accuracy, identify problems, and resolve discrepancies associated with financial transactions on a daily basis.
• Manage financial processes including processing payments, refunds, deposits, withdrawal replenishments, reallocations, check requests, budget transfers, invoice payments, and purchase requisitions on a daily basis.
• Collaborate with University Accounting to reconcile sales tax, dining dollars, express cash usage, and monthly remittance discrepancies.
• Lead the implementation and development of new units or departments into the Business Support Center administrative, cash accounting, and remittance processes.
• Hire, train, and supervise student office employees with functional supervision over temporary employees.
• Manage space allocations and equipment inventories for auxiliary units.
• Commit to learning about continuous improvement strategies and apply 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, or an equivalent combination of education and experience for which comparable knowledge and abilities can be required.

Required Experience

• Two years experience in clerical or administrative support.
• Two years experience using personal computers and basic software packages such as Microsoft Office Suite and Google Suite.
• Two years experience in a customer service setting.
• Two years experience in cash handling, processing and recording financial transactions.
  
  

Desirable Education and/or Experience

• Bachelor’s degree, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Experience using Google Suite such as creating forms, documents, spreadsheets, and presentations.
• Experience using Perceptive Content, Content Management System, Banner software, and Ticketing software.
• Experience working in a financial institution and/or accounting department.
• Experience working in higher education.
  
  

Required Knowledge, Skills, And/or Abilities

• Excellent interpersonal, customer service and oral/written communication skills.
• Experience being responsible for the security and management of a cash vault.
• Experience reading and interpreting financial information and documents.
• Demonstrated ability to work effectively under conditions with frequent interruptions and meet established deadlines.
• Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
• Demonstrated ability to independently organize and prioritize customer service and work assignments in a complex work environment.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Experience working with processing, reconciling, and reporting financial transactions.
• Demonstrated ability to work independently to investigate and take the initiative to solve complex problems.
• Demonstrated ability to use judgment and discretion when dealing with confidential information.
• Demonstrated ability to learn new software and computer-based applications.
• Demonstrated ability to effectively adapt to change.
• Demonstrated ability to add, subtract, multiply, and divide in all units of measure using whole numbers, fractions and decimals.
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
• Demonstrated commitment to contribute to a safe work environment.
• Demonstrated ability and commitment to engage in continuous improvement practices.
  
  

Desirable Knowledge, Skills, And/or Abilities

• Knowledgeable in Lean processes and continuous improvement efforts.
• Demonstrated experience using intermediate and advanced features of Microsoft Office Suite for word processing, spreadsheets, and presentations.
• Demonstrated experience with accounting and payroll procedures and processes.
• Experience using Banner.
  
  

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.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand, walk and reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel an object. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move boxes up to 25 pounds.

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 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
  
  

Required Departmental Training: *

• If applicable, insert required departmental training here…
  
  

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

Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($18.04/hr).

Title of Position Supervisor

Director of Administration, Auxiliary and Business Services

Posting Type

Internal & External

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

UAW Posting 12/02/2025 - 12/8/2024

External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Interested applicants should include a cover letter with their application.

Additional Information

Michigan Tech is an ADVANCE institution, one of a select group of universities in receipt of NSF funds in support of our commitment to increase diversity and the participation and advancement of women in STEM.

Michigan Tech also has a Dual Career Program which assists departments with partner orientation to the university and community and identification of possible positions for partners.

Michigan Technological University is an equal opportunity, affirmative action employer/educational institution. Applications from women and minorities are encouraged.

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.

Required Education, Certifications, Licensures* (minimum requirements)