Sr. Administrative Aide

Department: Residential LIving

Summary

This position plays a key operational role within the Residential Living operation, providing leadership, oversight, management, and coordination of the residential access systems for the residential buildings; ensuring a highly accurate and precise operation. In addition, this position will assist the Executive Director of Residential Living and other department leaders in the organization of the department budget and ensure day-to-day financial transactions are efficient and accurate. They will provide oversight over Payroll Management, a high volume of petty cash transactions, and ensure the efficiency and accuracy of financial transactions within the entire Residential Living operation. This position is a champion of collaboration, requiring strong interpersonal skills to partner with the multiple departments (Housing, Residence Education, Dining, Residential Facilities) within the Residential Living auxiliary operation and partner with leadership in ensuring the delivery of a dynamic residential experience for students. This position's responsibilities are critical to the safety and security of the residential community and ensuring the smooth fiscal operations of the department. This position will require individuals to work independently, maintaining high levels of judgment, critical thinking, and a strong attention to detail that prioritizes the safety of residents and the efficiency of our financial operations.

Responsibilities 

Residential Access Management
1. Directly lead and independently manage the residential access and security processes, including adhering to and recommending policies and procedures for a residential enterprise housing over 3300 residents.
2. Independently oversee, manage, approve, and coordinate residential facility access for multiple University stakeholders, such as student organizations, Dining Services, Facilities Management, Public Safety and Police Services, and external vendors.
3. Partner with the Executive Director of Residential Living on the residential access plan for the halls that will optimize access to prioritize the safety and security of the residential environment
4. Provide oversight, organization, and coordination for the controls associated with inventory, distribution, and audits of all physical keys, key cards, punch codes, and electronic locking systems.
5. Responsible for the card identification system (does not include the official Michigan Tech ID) creating, encoding, and programming cards for staff IDs, guests, and programs for the residential buildings.
6. Provide oversight and coordinate the electronic exterior door locking schedules and patron access permissions for the residential enterprise.
7. Collaborate with Public Safety in the coordination, ordering, and tracking of lock change and key work orders for all residence hall spaces
8. Directly oversee and organize the the early arrival and late stay registration and approval process during break/closure periods for all resident students
9. Provide secondary support to the office manager as needed in managing meeting room access, including: booking reservations, maintaining a meeting room calendar, invoicing and collecting payment from guests, communicating room usage policies, coordinating access, submitting work orders to Facilities for cleaning rooms and inspecting rooms prior to their use to ensure they are set up to the guests specifications.

Fiscal Management
10. Assist the Executive Director of Residential Living in the organization of the departmental budget
11. Assist the Executive Director to create and maintain accurate monthly financial reports used to analyze performance across the residential enterprise
12. Provide oversight in all day-to-day financial processes and business transactions (petty cash, billing, payroll purchasing, inter account transfers), ensuring their efficiency and accuracy, and tracking departmental fiscal activity and reporting activity to the Director
13. Serve as the Payroll departmental liaison and collaborate with the Business Support Center to ensure the efficient and accurate processing of paperwork for over 200 staff and assist with timecard/EPAF management as needed
14. Independently process charges and credits to student Banner accounts for lost keys, core changes, and other access related fines. Document fines using the Roompact and housing management (THD) systems.
15. Manage the request process for meal plan changes.
16. Collaborate with the Business Support Center on departmental purchase requisitions, invoices, inter-account billing, deposits, financial transactions, and petty cash processes. Cross trained to provide additional financial processes support as needed.

Administrative Tasks