Sr. Administrative Aide Jobs

Department: Residence Education and Housing Services

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities.

If you require any auxiliary aids, services, or other accommodations to apply for employment, or for an interview, at Michigan Technological University, please notify the Human Resources office at 906-487-2280 or [email protected] .

Summary

This position plays a key operational role within the department, providing 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 Director of Housing Auxiliary Operations and Residence Education and other department leaders in the organization of the department budget and ensure day-to-day financial transactions are efficient and accurate. 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.

Essential Duties & Responsibilities (other Duties May Be Assigned)

Residential Access Management

• Provide oversight and coordinate the electronic exterior door locking schedules for the residential enterprise and grant access for staff and students utilizing the Gold system software.
• Collaborate with Public Safety in the coordination, ordering, and tracking of lock change and key work orders for all residence hall spaces
• Independently manage residential access and security processes, including adhering to and recommending policies and procedures for a residential enterprise housing over 2700 residents.
• 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.
• Oversee and coordinate the operations of all meeting room reservations and ensure a superior customer service experience in all aspects of the process 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.
• Independently manage, approve, and coordinate residential facility access for departments and entities, such as student organizations, Dining Services, Facilities Management, Public Safety and Police Services, and external vendors.
• 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.

Fiscal Management

• Assist the Director to create and maintain accurate monthly financial reports used to analyze performance across the residential enterprise
• Manage student requests for meal plan changes.
• 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.
• Assist the Director of Housing Auxiliary Operations and Residence Education in the organization of the departmental budget
• Provide oversight to ensure the efficiency and accuracy in day-to-day financial processes and business transactions (petty cash, billing, payroll, purchasing, inter-account transfers) tracking departmental fiscal activity and reporting activity to the Director
• 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.
• 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

Administrative Tasks

• Participate on departmental and University committees as needed.
• Provide additional support for Housing and Residential Life functions, as needed. Evening and weekend hours for this position may be required during peak housing periods such as opening (fall, spring, and summer), break periods (Thanksgiving, winter and spring breaks), and closing (fall, spring and summer). During the month of August, staff should anticipate a high demand workload in preparation for the opening of the academic year. As a result, time off requests for the month of August are unable to be approved.
• Apply safety-related knowledge, skills, and practices to everyday work.
• Commit to learning about continuous improvement strategies and applying them to everyday work.
• Identify problems, independently analyze information, and, in consultation with the supervisor, take initiative to develop solutions.
• Assist the Office Manager as needed to coordinate office activities, equipment, supplies, schedules, and calendars; develop and recommend office procedures and systems, ensure smooth office operations. This is a Google office that utilizes team drives, shared calendars, groups, and forms to manage processes.
• This position is responsible for instructing and directing the work of five or fewer student office staff.
• Maintain working knowledge and compliance with federal and state regulations such as FERPA, Clery Act, VAWA, and HEOA regarding release of information, data tracking, and report generation.
• Provide superior customer service in all internal/external communications to ensure satisfaction of stakeholders; receive and screen incoming phone calls, handle routine issues, independently respond to questions about policies and procedures to resolve issues and/or facilitate contact with appropriate personnel when required.

Required Education, Certifications, Licensures (minimum Requirements)

• High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience (minimum Requirements)

• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or creating macros
• Five years office/clerical experience
• Experience with accounting procedures and processes
• Five years experience using personal computers and software office suite packages (Microsoft and/or Google)
• Experience using advanced features of spreadsheet applications including creating formulas, charts, tables, and managing worksheets with multiple complex formulas

Required Knowledge, Skills, And/or Abilities (minimum Requirements)

• Demonstrated ability to take initiative in completing tasks within specified time constraints
• Strong use of judgement and tact in handling confidential information
• Demonstrated ability to organize and prioritize work assignments in a complex work environment
• Demonstrated ability and confidence to work independently on solving challenges and anticipating needs while continuously looking ahead.
• Strong interpersonal communication skills with a commitment to provide an inclusive and positive customer service experience to a wide spectrum of diverse audiences in a student-centered environment.
• Demonstrated ability to adapt to changes as operations evolve
• Strong multitasking skills to handle multiple projects
• Demonstrated ability to collaborate effectively with department leaders and campus stakeholders and provide support as needed
• Demonstrated ability to provide an empathic response when responding to individuals who may be in a distressed state
• Demonstrated ability to learn and utilize new software programs such as housing management software to improve efficiency of operations
• Demonstrated ability to generate reports based on information from multiple data sources
• Keen attention to detail and ability to maintain electronic records with a high level of accuracy as they pertain to the organization of keys, access control, financial records, and other housing related information

Required Training And Other Conditions Of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training

• Annual Title IX Training
• Anti-Harassment, Discrimination, Retaliation Training
• Employee Safety Overview
• Annual Data Security Training

Background Check

Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Other Conditions Of Employment

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

Full-Time Equivalent (FTE) % (1=100%)

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($16.00/hr).

Title of Position Supervisor

Director of Housing Auxiliary Operations

Posting Type

Internal & External Posting

Special Instructions to Applicants (if applicable)

UAW Posting 04/18/2023 - 04/24/2023

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

Required Education, Certifications, Licensures* (minimum requirements)