Administrative Aide

Department: College Of Science & Arts

Summary

The Administrative Aide performs administrative support functions for the Humanities Department. This role requires attention to detail, efficient organizational skills, a high level of technical abilities and discretion in handling confidential information. The ideal candidate for this position will be a role model for excellent service as they interact with a diverse population of students, faculty, staff, applicants, and visitors.

Responsibilities 

• Provide excellent customer service to a diverse student body population in a profession, friendly, and courteous manner. Ability to communicate in an effective and efficient manner with confidential information using university policies and procedures including FERPA guidelines.
• Graduate Assistant for the Rhetoric, Theory, and Culture (RTC) program. Provide excellent administrative support including but not limited to data entry, forms, contracts, record updates and maintenance for current, prospective, and alumni students. Liaison between the RTC Program and other university departments including but not limited to the Graduate School and International Program Services (IPS). Provide excellent administrative support for the RTC Graduate Director and students. Ability to perform duties utilizing Google Suite, various forms, files, WebFocus, Banner 8 & 9, and other university software applications as needed to perform responsibilities independently in an efficient and timely manner. Ability to use university data to provide the RTC Director with monthly, semester, and yearly data reports as needed on financial status, student enrollment, degree progress, prospective student applications, committee list(s) and other reports to allow the RTC Program to operate in an efficient manner for all program personnel. Attend and provide administrative support for all RTC Program meetings. Attend Graduate School workshops and other webinars, etc. scheduled for graduate programs and/or graduate students.
• Provide administrative and clerical support for all HU Undergraduate Programs, faculty, staff and students including but not limited to data entry, assisting with program promotion, meeting and rooms scheduling, supplies, etc.
• Working knowledge of policies and procedures regarding University functions.
• Ability to utilize university software applications such as Banner 8 & 9, WebFocus, Aspire, Slate, FARS, Schooldude/Maintenance Direct, Safety Skills Empower Suite, Employee Self Service (ESS), Electronic Personnel Action Form (EPAF), HuskyJobs/Handshake, Adobe Suite, Banweb, Zoom, Perceptive Content, and other software applications as needed to support the efficiency and success of the department.
• Complete Content Management System (CMS) training to perform Humanities website content updates.
• Monitor humanities@mtu.edu for requests and route as appropriate. Add HU events to university calendars as needed. Monitor Tech Today and other university news for content that should be routed to faculty/graduate students and/or added to the HU blog/social media. Submit HU department stories and events to Tech Today/University Calendar as appropriate for publication.
• Monitor humanities@mtu.edu to assist the HU Modern Languages (ML) Program with online placement test requests utilizing Emmersion online application. Process requests and enter placement scores in the university Banner 9 system.
• Coordinate the collection and distribution of academic materials such as book orders, class rosters, teaching evaluations, grade sheets, and syllabi. Process desk copy requests with external sources. Liaison between HU department and MTU Campus Bookstore for textbook orders.
• Maintain and update office information: department directory, events calendar, zoom information, supply inventory, worker schedules, student org. support projects, email lists, syllabi, and other information on the HU department M: and Google drives.
• Coordinate/issue key requests with Public Safety and Police Services. Serve as department Safety Liaison with the Environmental Health and Safety office.
• Independently route routine/non-routine correspondence including but not limited to email, mail, and walk-ins to the appropriate person; and provide information and/or referral on appropriate programs and services.
• Maintain a petty cash fund and assist with departmental finance paperwork including but not limited to check requests, reallocations of expenditures, budget transfers, Michigan Tech Fund requests and transfers, purchase requisitions, and other forms as needed. Maintain a departmental purchasing card and process Concur reports.
• Plan and coordinate departmental events such as meetings, colloquia, banquets, retreats, and other events as needed.
• Ass