Administrative Aide

Summary

Michigan Technological University is seeking an Administrative Aide for our Mechanical Aerospace Engineering department. They will be providing excellent service to a wide variety of customers including staff, faculty, students, and the public. This position requires the ability to work independently, with accuracy and attention to detail while meeting deadlines in a demanding environment.

Responsibilities and Essential Duties

1. Greet and assist customers in a friendly and courteous manner; respond to routine questions and provide information on established departmental programs and services.
2. Provide administrative support with financial transactions including check requests, reallocations, purchase requisitions, use charges, deposits, and petty cash; and maintain required documentation and records.
3. Process undergraduate student payroll and EPAFs.
4. Process department payroll and manual timesheets as needed.
5. Maintain Senior Design team files, member and project index lists.
6. Responsible for monitoring office equipment, read meters, bill charges, and annual service contracts. 7. Responsible for the authorization and processing of key requests annually for laboratories and offices for faculty, staff and students.
8. Responsible for maintaining office supply inventory.
9. Process all telephone installations and changes for the department.
10. Provide administrative support with Concur travel and purchasing card expense reports.
11. Provide administrative support for Admin team members as needed.
12. Provide administrative support for weekly department meetings.
13. Utilize Banner, Banweb, WebFocus, Concur, ASPIRE, Digital Measures and Perceptive Content to access and monitor department information.
14. Serve as a permanent staff member of the Department Social Committee, contributing to the planning and execution of departmental events and fostering a collaborative and engaging work environment.
15. Manage departmental conference room scheduling and calendars.
16. Receive and route telephone calls when necessary.
17. Evening closing of the department offices, lounge, and conference rooms.
18. Other duties as assigned.
19. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in university continuous improvement initiatives.
20. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures

• High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities are acquired.

Required Experience

• Four years of experience in secretarial and administrative, or customer service or a combination of experience.
• Four years of experience using personal computers and basic software packages including word processing, spreadsheet, and database software.
• Experience using advanced features of word processing applications such as utilizing columns or tables, mail merge, and sorting.

Desirable Education and/or Experience

• Experience using advanced features of data base/spreadsheet applications such as creating macros, using range names, or using the file extract/combine feature.
• Experience using Banner, Web Focus, Concur, Perceptive Content, Digital Measures and Aspire.

Required Knowledge, Skills, and/or Abilities