Administrative Aide

Department: Business Support Center

Summary

Michigan Technological University seeks an Administrative Aide with shared responsibilities within the Business Support Center (BSC) and Creative Suite (the marketing team within Residential Living and Auxiliary Services). While the workflow will fluctuate, the successful candidate should anticipate a 50/50 distribution in supporting both operations within this role. The Senior Divisional Marketing Specialist will provide guidance and leadership to this position in addition to the supervision received by the Director of Administration.

Responsibilities include assisting with the daily operations of the Creative Suite team and Business Support Center to perform a wide range of administrative and financial processes. The Admin Aide contributes to the overall smooth operations for auxiliary units within Michigan Tech while remaining flexible, proactive, resourceful, and professional. This department positively represents the University by providing outstanding customer service when responding to the needs of campus clients and external customers.

Responsibilities and Essential Duties

1. Provide administrative support for daily functions including answering phones and directing non-routine questions; receive and route mail; manage email accounts and ticketing system; compose routine correspondence; draft replies to non-routine inquiries.
2. Independently organize, prioritize, and manage multiple duties and determine actions needed to ensure accurate, timely, and efficient completion of tasks.
3. Provide excellent customer service to a diverse population of internal and external customers.
4. Independently resolve problems and handle projects with little or no supervision. Recognize when an issue needs to be directed to specific personnel for resolution.
5. Lead departmental payroll functions including processing internal paperwork and creating Electronic Personnel Actions Forms (EPAF’s).
6. Independently process reservations for meeting and guest rooms.
7. Independently evaluate extremely sensitive and confidential documents and determine the appropriate course of action.
8. Manage the security, verification, and balancing of the vault and departmental petty cash fund.
9. Independently coordinate, organize, assemble, and verify the daily distribution of starting cash bags to meet the business demands of multiple units and departments.
10. Independently verify, reconcile, and enter financial transactions for multiple units and departments, balancing the transaction detail and generating a remittance report for Banner entry.
11. Independently retrieve and analyze point of sale reports for accuracy, identify problems, and resolve discrepancies associated with financial transactions.
12. Manage financial processes including processing payments, refunds, deposits, withdrawal replenishments, reallocations, check requests, budget transfers, invoice payments, and purchase requisitions.
13. Collaborate with University Accounting to reconcile sales tax, dining dollars, express cash usage, and monthly remittance discrepancies.
14. Lead the implementation and development of new units or departments into the Business Support Center administrative, cash accounting, and remittance processes.
15. Hire, train, and supervise student office employees with functional supervision over temporary employees.
16. Manage space allocations and equipment inventories for auxiliary units.
17. Update departmental webpages.
18. Collaborate with the Senior Divisional Marketing Specialist to support marketing projects by identifying and tracking tasks necessary for successful completion.
19. Assist with managing the marketing project ticketing system, including assigning, updating, and tracking requests through the Creative Suite workflow.
20. Manage assigned web projects within Omni CMS, including updating site content, uploading files and images, and maintaining digital assets—ensuring adherence to brand, editorial, accessibility, and web best practices.
21. Place print and promotional orders through the Michigan Tech Storefront and external vendors as needed.
22. Commit to learning about continuous improvement strategies and apply them to everyday work. Actively engage in University continuous improvement initiatives.
23. Apply safety-related knowledge, skills, and practices to everyday work.
24. Other duties as assigned.

 

Required Education, Certifications, Licensures

● High school diploma, or an equivalent combination of education and experience for which comparable knowledge and abilities can be required.

Required Expe