Senior Administrative Aide

Department: Vice Pres Student Affairs

Summary

The Senior Administrative Aide supports the effective operations in the College of Business Dean’s Office and the Center for Student Mental Health and Well-being (CSMHW).

Responsibilities 

● Work independently to maintain an efficient main office, greet and assist faculty, students, visitors and other campus personnel, answer phone calls, sort and route incoming mail, and assist with room reservations.
● Responsible screening and prioritizing urgency of request and appointments within the CSMHW.
● Import new clients and maintain client files utilizing Titanium Scheduler, including scanning and uploading documents.
● Assist with scheduling appointments and maintaining Google and Titanium calendars for staff.
● Assist the associate dean/graduate program director, including maintenance of files and records, processing forms and supporting documentation.
● Coordinate with search committee members with procedures, forms and coordination of on-campus visits.
● Coordinate correspondence, make travel arrangements and coordinate on-campus visits for donors, speakers and other guests.
● Monitor office supplies, place orders, including swag.
● Help with special projects, functions and events as needed.
● Maintain daily administrative function of the CSMHW and COB in a confidential, professional, and timely manner.
● Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
● 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 can be acquired

Required Experience

● Five years of administrative support experience
● Five years of experience using personal computers, basic software packages, and web-based tools
● Experience using intermediate features of word processing, spreadsheet, and/or database software

Desirable Education and/or Experience

● Associate degree or higher

Required Knowledge, Skills, and/or Abilities

● Excellent written and verbal communication skills
● Demonstrated ability to maintain confidentiality.
● Demonstrated ability to work with accuracy and attention to detail.
● Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
● Demonstrated ability to prioritize multiple work assignments.
● Excellent organizational and problem-solving skills.
● Demonstrated ability to work harmoniously with diverse groups of stakeholders.
● Demonstrated commitment to contribute to a safe work environment

Desirable Knowledge, Skills, and/or Abilities

Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints.

Work Environment and/or Physical Demands

• 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:

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