Administrative Aide

Summary

The Administrative Aide provides comprehensive administrative and clerical support to the faculty, staff, and students of the School of Health, Human, and Biological Systems at Michigan Technological University. Serving as the primary point of contact for students, faculty, staff, alumni, and internal and external visitors, this position delivers professional, courteous, and responsive customer service. Success in this role requires strong interpersonal, organizational, and communication skills, attention to detail, and the ability to work independently and collaboratively in a diverse academic environment.

Responsibilities and Essential Duties

1. Act as rst contact of the program to provide excellent customer service to a diverse population of both internal and external customers. Greet and assist customers in a friendly and courteous manner, receive and direct telephone calls, and independently respond to inquiries for information on established programs and services.
2. Answer routine correspondence and draft responses to non-routine correspondence.
3. Handle campus mail pick up and distribution. Send out UPS and FedEx packages.
4. Manage and monitor School/Program communications, including websites, social media (Facebook, Instagram, LinkedIn), newsletters (Mailchimp), and publicity materials (posters, yers, Flickr photo updates). Utilizing CMS and other software applications to create, publish, and update content.
5. Independently purchase and maintain inventory of oce supplies. Ensure copiers and printers are working and that necessary supplies are stocked.
6. Coordinate and maintain school/program les, calendars, and email lists. Take meeting minutes, as needed.
7. Ensure regular updates with personnel changes including updating signage, ordering business cards, and assisting with onboarding/offboarding employees.
8. Coordinate all aspects of rooms assignments, equipment, and misc. services; schedule appointments; process key requests and building access.
9. Coordinate all aspects of prospective student visits, student orientations, guest seminars, and student forums.
10. Collaborate with IT and Facilities for oce/building needs and improvements.
11. Coordinate the distribution and collection of academic materials such as book orders, class rosters, evaluations, and syllabi.
12. Use Banner to update students' schedules and acquire transcripts for advisors.
13. Access and maintain condential student information utilizing Banner and Discoverer reports and provide data, as requested.
14. Assist coordinators with check requests, business meals forms, travel vouchers/reimbursements and program procurement cards.
15. Coordinate payroll for student employees; originate electronic payroll forms (EPAF) and reallocations, review and process employment forms for new student hires, approve biweekly timesheets, and serve as program timekeeper.
16. Assist grad program assistant with current graduate students, incoming graduate students and correspondence with prospective graduate students. This includes defense announcements, emails, yers, & room reservations.
17. Provide clerical support and assistance to faculty, sta, and students on policies and procedures. Assist faculty, students, and guests with travel reimbursements.
18. Assist with School events and program specic events (program teas/coee chats, meetings, food orders, student/faculty activities, preview day, etc.)
19. Provide functional supervision over work-study students.
20. Perform other duties as assigned.
21. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
22. 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

* One year of experience in an administrative clerical support position, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
* Two years of experience using personal computers and basic software packages.

Desirable Education and/or Experience

* Experience using BANNER, WebFOCUS, Perceptive Content databases, Google Suite.
* Experience using website content management systems (CMS) to create, edit, format, and maintain website content.
* Experience developing written content such as articles, new stories, blog posts, announcements, and other promotional or informational material.

Required Knowledge, Skills, and/or Abilities

* Excellent interpersonal, customer services, and oral/written communication skills.
* Demonstrated knowledge of proper grammar, spelling, and punctuation.
* Demonstrated ability to work with accuracy and attention to detail.
* Demonstrated ability to organize and prioritize work assignments independently and take initiatives to solve problems.
* Demonstrated ability to work eectively under conditions with frequent interruptions and meet established deadlines.
* Demonstrated ability to communicate eectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and sta.
* Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

* Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems in standardized situations. Ability to problem-solve when necessary.
* Demonstrated success in, or potential future contributions to, working with persons with a wide variety of backgrounds and viewpoints.

Language, Mathematics and/or Reasoning Skills

* Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to eectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
* Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.

Work Environment and/or Physical Demands

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following training courses:
* Employee Safety Overview
* Annual Data Security Training
* Anti-Harassment, Discrimination, Retaliation Training
* Annual Title IX Training

Additional training will be required by the program on a periodic basis.

Background Check:
Oers of employment are contingent upon and not considered nalized until the required background check has been performed and the results received and assessed.

1.0

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($18.58/hr).

Title of Position Supervisor

School Coordinator

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting - 10/19/2026 - 10/25/2026

External Applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.