Department: Center for Educational Outreach
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 906-487-2280 or humanresources@mtu.edu .
Job Description Summary
The Senior Administrative Aide 9 serves as the department manager and is responsible for the operational functions of the Center for Educational Outreach, especially finance and budget management.
The Administrative Aide independently establishes strategies and processes for streamlining departmental operations, maximizing limited resources, and ensures that the Center’s student and customer services needs are met, while also working with the entire team to contribute to the Center’s mission of providing impactful and engaging educational outreach. The Administrative Aide must have advanced budget, actuarial, or finance knowledge, excellent customer service and computer skills, approach work processes methodically, and have extreme attention to detail. This position must function effectively in a fast-paced environment.Essential Duties & Responsibilities (other duties may be assigned)
1. Coordinate office activities, equipment, supplies, schedules, and calendars; develop and recommend office procedures and systems, ensure smooth office operations.
2. Provide a wide variety of administrative functions for staff, such as preparing reports; gathering, entering, and analyzing basic programmatic data; and performing special projects.
3. Provide excellent customer service to a diverse population of both internal and external customers of all ages.
4. Manage departmental hiring processes, including student employees, temporary staff, interns, and instructors; prepare and monitor all Electronic Personnel Action Forms (EPAF).
5. Research, propose, and complete grant proposals to support departmental activities, as well as support departmental collaboration on external grants, including faculty NSF CAREER awards.
6. Review departmental budget and reconcile monthly statements, complete reallocations, and oversee departmental purchasing card activities and records as needed.
7. Liaise with internal and external departments to improve processes, especially relating to grant execution and program management.
8. Manage a complex departmental budget profile consisting of multiple indexes and varying fiscal years to ensure fiscal health and sustainability, including execution of internal transfers and gift and sponsorship funds.
9. Provide administrative support for departmental programming, such as Summer Youth Programs, Mind Trekkers, Tomorrow’s Talent Series, and others, including advising families and students on enrollment, updating and distributing forms, and assisting with the management of special scholarships.
10. Independently resolve problems and handle projects with little or no supervision. Recognize when an issue needs to be directed to specific personnel for resolution.
11. Demonstrate knowledge and practice of the Family Educational Rights and Privacy Act (FERPA) in all day-to-day operations in order to protect students and confidential/sensitive information.
12. Other duties as assigned.
13. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
14. Apply safety-related knowledge, skills, and practices to everyday work.
Required Education, Certifications, Licensures (minimum requirements)
• High School Diploma or equivalent.
Required Experience (minimum requirements)
• Minimum of two years’ experience with direct budget management, including preparation, reconciliation, and reporting.
• Minimum of five years office/clerical experience.
• Minimum of five years’ experience using personal computers and advanced software packages, including cloud-based software such as Google Suite, and advanced features of word processing and spreadsheet applications.
Desirable Education and/or Experience
• Experience using Banner.
• Experience with grant proposal writing.
• Experience with budget management of sponsored programs.
• Experience working with K-12 students or teachers.
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 work independently and take initiative to solve problems.
• 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 judgement when dealing with highly confidential information.
• Demonstrated ability to work well with others.
• Demonstrated ability to work in a team environment.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students and staff.
• Demonstrated ability to contribute to a safe work environment.
Desirable Knowledge, Skills, and/or Abilities
• Experience with program or event development, coordination, and/or execution.
• Experience working in an educational setting, either informal or formal.
Work Environment and/or Physical Demands
Specific vision abilities required of this job include close, distance, color, and peripheral vision and the ability to adjust focus. The employee may occasionally be required to lift 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
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 ($16.00/hr).
Title of Position Supervisor
Executive Director
Posting Type
Internal & External Posting
Special Instructions to Applicants (if applicable)
UAW Posting 11/15/2022 - 11/21/2022
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.
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.
Connections working at Michigan Technological University...Insurance Sales Professional Work from Home Company: GIA Legacy Planning Location: Remote Position/Work from Home Job... ...their future. What We Offer: Work from Anywhere With a laptop and an internet connection. High Commission & Residual...
...for either 3 nights or 5 nights at our on campus dorms. The summer sessions are divided by age with groups consisting of 8-9 year olds, 10-12 year olds, 13-15 year olds or 16-18 year olds. CBFS's Summer Camps are structured as a "Build Your Own Adventure" where...
...provides input and recommendations on future activities. Support start-ups, retrofits and expansions including pricing inputs, go-live and... ..., labor planning, layouts, metrics, etc.) advanced required Warehouse design tools such as CAD (e.gAutoCAD); slotting (e.gSlot3D),...
...NEW WAGE!! $19.00 HR. GREAT BENEFITS Ridgecrest Village is looking for a Certified Medication Manager (MM) to join our assisted living team. The MM will assist in medication administration, as well as care to residents and assist them in daily activities. The ideal...
...The YMCA of Central Texas is currently seeking part-time candidates to join us at our Child Development Center in Pflugerville as a... ...life for over 45,000 members ranging from preschool through senior citizen. The YMCA is an Equal Opportunity Employer and a Drug Free...