Administrative Aide

Department: Career Services To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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 other accommodations to apply for employment, or for an interview, at Michigan Technological University, please notify the Human Resources office at or  .
Job Description Summary
Career Services is searching for an outstanding individual to join our dynamic and growing team. This front-line position provides exceptional customer service to students, the career services team, faculty, other university staff, and employers/recruiters. The role also involves managing the daily administrative needs and operations of the department. We anticipate giving the successful candidate the title of career services coordinator.
Your opportunities to learn and serve will be varied and interesting because our department is involved in numerous programs, activities, and events, such as:
• daily interaction with students and employers
• career education and professional development workshops
• individual coaching and advising appointments
• administering the cooperative education option
• helping to connect students and employers
• collaborating/communicating with numerous audiences.
Essential Duties & Responsibilities (other duties may be assigned)
1. Greet and assist customers in a friendly, courteous manner; receive, screen, and route telephone calls.
2. Efficiently answer emails, collect and distribute mail.
3. Provide administrative support to members of the team including equipment needs and ordering supplies.
4. Help maintain a neat, clean and orderly office environment.
5. Coordinate room requests for students, staff and employers.
6. Answer questions from staff, faculty, employers and students
7. Monitor and maintain various Google calendars (including conference rooms/laptops) and email lists.
8. Draft correspondence, prepare department and university reports and forms using word processing, spreadsheet, and other applications.
9. Assist with keeping the career services website updated and accessible.
10. Serve as department liaison for annual required trainings and equipment inventory.
11. Assist the team with student co-op course applications and registration.
12. Assist the team with special projects, planning and executing events, reporting processes, and department functions.
13. Manage payroll forms and other employee processes.
14. Assist director with monitoring and managing the department budget.
15. Coordinate and process department paperwork, including check requests, inter account bills, purchase requisitions, travel forms, procurement card reallocations.
16. Generate various reports from Handshake software and assist in compiling annual report data using advanced features of Microsoft Excel software.
17. Maintain confidential student records, maintain knowledge of FERPA laws and use discretion in the release of student information.
18. Commit to learning about continuous improvement strategies and apply them to everyday work. Actively engage in departmental and university continuous improvement initiatives.
19. Assist other departments as needed.
20. Perform other position-specific duties as requested based on operational and institutional needs (e.g., serving on university committees, relevant projects).
21. Apply safety-related knowledge, skills, and practices to everyday work.
22. Other duties as assigned; additional opportunities depending on both interests and skills.
Required Education, Certifications, Licensures (minimum requirements)
• High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
Required Experience (minimum requirements)
• four years of office/clerical experience
• four years basic computing skills
Desirable Education and/or Experience
Advanced computer skills
Experience working in higher education.
• Experience using Banner system.
• Experience working with industry representatives.
• Experience working with international students.
• Event planning experience.
Required Knowledge, Skills, and/or Abilities (minimum requirements)
• Excellent interpersonal, customer service and written/oral communication skills.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to explain and convey complex information.
• Demonstrated ability to take the initiative to solve problems.
• Demonstrated ability to work independently.
• Demonstrated ability to organize and prioritize work assignments independently in a complex work environment.
• Demonstrated ability to work with accuracy and attention to detail.
• Demonstrated ability to use judgment when dealing with highly confidential information.
• Demonstrated ability to work well with others.
• Demonstrated ability to work in a team environment.
• Demonstrated ability to learn new computer skills.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Demonstrated commitment to contribute to a safe work environment.
Desirable Knowledge, Skills, and/or Abilities
Language, Mathematics and/or Reasoning Skills
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine correspondence. Ability to effectively present information in one-on- one situations to customers, clients, and other employees of the organization.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
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.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; climb or balance; and reach with hands and arms. The employee is regularly required to talk or hear; and use hands to finger, handle or feel an object. The employee must occasionally lift and/or move up to 20 pounds.
Specific vision abilities required by this job include close vision, and ability to adjust focus.
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 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: The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.
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 ($15.00/hr)
Title of Position Supervisor
Director of Career Services
Posting Type
Internal & External
Dependent on Funding
No
Special Instructions to Applicants (if applicable)
UAW Posting 05/02/2023 - 05/08/2023
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

Required Education, Certifications, Licensures* (minimum requirements)
About Michigan Technological University
Our scope is international. Our approach interdisciplinary. We work at the intersections of communication, composition, literature, modern languages, philosophy, rhetoric, visual studies, linguistics, gender studies, and technical communication. Our students develop the communicative, analytic, and cultural knowledge to thrive in all aspects of their future lives.Applications from women and BIPOC scholars are highly encouraged by both the department and the institution. Michigan Tech is building a culturally diverse faculty committed to teaching and working in a multicultural environment and strongly encourages applications from all individuals.
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