Administrative Aide

Michigan Technological University

United States, Michigan, Houghton

1400 Townsend Drive (Show on map)

Apr 11, 2025

Department: Information Technology

Summary	Provide exceptional customer service and clerical support for Information Technology. This position has the primary responsibility for assisting with departmental payroll with an emphasis on various items related to student payroll. Accurate and timely processing of professional development requests, University forms, and credit card allocations with a high degree of attention to detail while using good judgment regarding set policies and procedures. You will be part of a culture that empowers employees, treats them with respect, and encourages innovation and open communication.
Responsibilities and Essential Duties	Provide friendly, courteous assistance while maintaining a positive and welcoming work environment. Assist IT units with the timely submission of bi-weekly payroll, processing manual and revised time sheets, student employment forms, and other payroll-related items. Prepare and process a wide variety of University forms, with an emphasis on HR-related items, travel, and house hunting/moving expense reports. Assign safety and security training for the IT organization. Maintain a departmental purchasing card, reconcile and allocate monthly credit card charges for all departmental cards, and resolve discrepancies. Respond to routine inquiries, research and resolve problems, and provide appropriate assistance with information related to established University and departmental policies and procedures. Approve blanket orders for the IT Business Operations unit. Process Tech Express & Top Dog refunds. Complete monthly Fishbowl linking for the IT Business Operations unit. Coordinate advertising for open departmental positions. Review internal IT procedures, documentation, and form templates to ensure they are up-to-date and relevant. Ensure that shared spaces are clean and well organized. Independently organize and prioritize daily work to ensure required deadlines are met. Maintain proper records and assist with document retention. Work in a team environment and assist in the Business Operations unit, as needed. Assist with special projects and departmental events. Manage the ordering of office & First Aid kit supplies and oversee the supply area. Receive and route incoming mail and keep the area organized. Integrate safety practices into daily activities. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
Required Education, Certifications, Licensures	High school diploma or equivalent
Required Experience	2 yr. office/clerical experience 2 yr. basic computing skills;
Desirable Education and/or Experience	Proven advanced computer skills Experience with continuous improvement processes
Required Knowledge, Skills, and/or Abilities	* Demonstrate excellent communication, customer service, and interpersonal skills * Demonstrated high degree of accuracy and attention to detail * Ability to work independently and take the initiative to solve problems while meeting deadlines * Proven ability to organize and prioritize work assignments * Demonstrate ability to be discrete when dealing with confidential information * Ability to work as a member of a team and contribute to the overall efficient operation of a service-oriented organization, while offering alternative solutions and recommendations for improvement. * Display skills to adapt effectively to change and remain calm under pressure * Demonstrated success in working with persons with a wide variety of personal characteristics and viewpoints. * Demonstrated commitment to contribute to a safe work environment.
Desirable Knowledge, Skills, and/or Abilities	* Ability to organize and maintain efficient daily office operations * Ability to independently interpret policies/procedures and explain them effectively to others
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. 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.
Full-Time Equivalent (FTE) % (1=100%)	75%
FLSA Status	Non-Exempt
Appointment Term	12 months
Shift	1st Shift
Pay Rate/Salary	Contractual. External candidates will receive the minimum amount ($17.51).
Title of Position Supervisor	Assistant to the Chief Information Officer
Posting Type	Internal & External Posting
Dependent on Funding	No
Special Instructions to Applicants (if applicable)	UAW Posting: April 11 - April 17, 2025 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.

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.

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.