Senior Administrative Aide

Michigan Technological University•Houghton, MI

1d•Onsite

About The Position

Michigan Technological University is seeking a Sr. Administrative Aide for our International Programs and Services department. This role will provide professional and administrative support to the International Programs and Services Department. This position is the first point of contact for all students, faculty, staff, internal/external visitors, and alumni interacting with the office. Excellent interpersonal and communication skills are essential in providing excellent customer service.

Requirements

High school diploma, or an equivalent combination of education and experience for which comparable knowledge and abilities can be required.
Five years of administrative support experience
Five years of experience using personal computers, basic software packages, and web-based tools such as Google Suite.
Experience using intermediate features of word processing, spreadsheet, and/or database software.
Communication skills: ability to communicate effectively with individuals across racial, ethnic, cultural, and other boundaries and styles through interpersonal, oral, written, and group presentation modalities.
Self-management skills: ability to manage time effectively, learn and fully contribute to overall departmental tasks and goals, and offer suggestions for enhancing contributions to organization.
Event and program planning skills: ability to plan and organize events/programs/services from conception to full execution including identifying and addressing important details.
Relational skills: ability to develop and maintain positive and harmonious professional relationships in a team environment and with individuals from various diverse backgrounds and experiences.
Conflict resolution skills: ability to address and resolve differences and conflict with colleagues, students, and others.
Analytical skills: ability to analyze complex information and offer sound recommendations.
Computational skills: ability to perform basic mathematical computations to assist with financial operations and data collection, analysis, and reporting.
Computer skills: proficiency with word processing and spreadsheet software, preferably Microsoft Office or Google Suite.
Ability to adhere to work attendance requirements.
Ability to model self-care and well-being for colleagues and, most importantly, students.
Ability to manage emotions, function effectively, and make sound decisions in stressful and crisis situations.
Ability to handle multiple projects in a timely and professional manner in a fast-paced and results-oriented environment.
Ability to promote and achieve diversity, equity, and inclusion of multi-racial/ethnic, low-income, LGBTQ+, veteran, non-traditional, online, disability, first-generation, and others.
Ability to be flexible, diplomatic, patient, service-driven, and a self-starter.
Ability to work independently under limited supervision and in teams.
Ability to make reasoned administrative and procedural decisions and judgments on sensitive and confidential issues.
Ability to work evening and weekend hours based on operational need.
Possession of a valid driver's license and ability to comply with Michigan Tech vehicle-use requirements.
Employee Safety Overview training
Annual Data Security Training
Anti-Harassment, Discrimination, Retaliation Training
Annual Title IX Training

Nice To Haves

Experience working with Banner
Professional work experience in higher education
Associate degree or higher
Preparatory knowledge: coursework- or work-based knowledge of student development theories, learning theories, and other theories related to profession.
Student knowledge: knowledge of generational college students and the ability to design generation- and audience-specific programs/events/services.
Accountability: experience with applying formative, summative, qualitative, and/or quantitative methodologies to assessing student learning outcomes and/or evaluating programs and services.
Branding experience: ability to design brochures, event flyers, and/or newsletters
Social media experience: ability to develop and manage social media accounts
Reporting experience: experience with program databases or software programs used to track, monitor, and report services to students.
Ability to plan and execute programs and services based on social justice, cultural responsiveness, anti-racism, and civility.

Responsibilities

Act as the first point of contact to greet and receive visitors and students.
Provide excellent customer service to a diverse population of internal and external customers.
Greet and assist customers in a friendly courteous manner; independently respond to inquiries.
Answer and direct telephone calls in a courteous and efficient manner.
Provide administrative support with financial transactions including check requests, reallocations, purchase requisitions, use charges, deposits, and other university forms; and maintain required documentation and records.
Maintain daily financial operations and files for the departmental accounts including General Fund and Tech Fund accounts.
Provide administrative support with Concur travel and purchasing card expense reports.
Provide administrative support in the coordination and development of special projects, including websites, social media pages, posters/ displays, newsletters, brochures, marketing, and training materials.
Compile financial records for monthly reconciliation.
Order supplies for office
Arrange travel accommodations for staff when needed
Process payroll and EPAF’s approve time sheets for student staff.
Assigns projects and provides support for student employees
Assist with department programming as needed
Maintain effective communication
Receive, open, and route mail.
Serves as a Designated School Official (DSO)
Assist with administrative aspects of international student immigration documents, including processing forms, travel signatures and updating information.
Update address changes for enrolled students
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.
Actively engage in creating an inclusive, welcoming, and professional work environment for staff, students, and visitors.
Collaborate with appropriate stakeholders to ensure that services delivered to students are audience-specific, timely, culturally-relevant, needs-based, aligned with leadership’s priorities and student learning outcomes, and can be evaluated.
Leverage relevant social media platforms and other marketing and outreach strategies to promote and increase attendance at events.
Maintain a positive and professional attitude while carrying out responsibilities.
Identify and propose appropriate professional development opportunities to enhance knowledge and skills.
Collaborate with supervisor and division leadership to enhance the visibility of achievements by, for example, exploring and submitting proposals to conferences to showcase effective programs that may be replicated within the profession.
Develop, propose, and manage approved programming budgets based on data and event requirements.
Recruit, hire, supervise, and evaluate any approved and assigned student employees.
Participate and actively engage in University continuous improvement initiatives and strategies and apply knowledge to everyday work.
Assist with collecting program data and other evidence to better understand student needs, student learning, and programmatic formative and summative outcomes.
Ensure that office databases and other record-keeping systems are updated, accurate, and audit-ready. Submit monthly, annual, and ad hoc productivity reports.
Support and assist department and divisional leaders in efforts to enhance brand, operations, services, visibility, and impact internally and externally, especially within the profession.
Perform other mission-critical and position-specific duties as requested based on operational needs (e.g., all-hands-on-deck events such as orientation, welcome week, homecoming, commencement, and other university traditions).