Summary

The main duties of the Administrative Aide (AA) are to ensure a superior customer service experience by assisting in the management of the Residential Living office suite, ensuring the delivery of accurate communications and excellent customer service to all stakeholders via email, phone call, or in-person contacts in the department. The AA is a champion of customer service and office management, ensuring that the front office area provides a positive, welcoming environment that matches the brand of Residential Living, is efficient in its operations, and is committed to providing all stakeholders the support they need. They orchestrate the collective communications and operations of the Residential Living experience and develop a mastery knowledge of the operation so they can be a front-line resource ensuring all stakeholders have the support (or referrals) as needed. They will serve as a collaborative spirit, supporting the partners of the Residential Living team (Housing, Residence Education, Residential Facilities, Dining) in their communication efforts and developing an understanding of the operation so they can make referrals to customers as needed. It is critical they are a collaborative partner with the Marketing and Communication Manager to ensure their communications are in sync with the messaging within Residential Living. 

Responsibilities 

1. Coordinate and manage the day-to-day logistics of the main office, ensuring smooth and efficient operations that promote an inclusive atmosphere.
2. Provide excellent customer service and show empathy to the needs of all students, staff, and guests who visit, email, or call.
3. Maintain a comprehensive understanding of the operations within the total Residential Living experience to provide support and make referrals as needed.
4. Maintain the appearance of the office suite ensuring it reflects the inclusive brand of Residential Living, well organized and welcoming of all visitors.
5. Provide a variety of administrative functions for all Residential Living staff that will vary throughout the year.
6. Supervise, train, and schedule student staff in facilitating office suite operations ensuring excellent customer service.
7. Order, maintain, and replenish department office supplies as needed and manage inventory to ensure sufficient stock numbers.
8. Oversee the routine maintenance, upkeep, and servicing of department office equipment (copy machines, printers, computers, etc), including the minivan, ensuring they stay in good working order.
9. Organize and manage sensitive departmental documentation, including student files, ensuring FERPA compliance and the necessary standards of confidentiality.
10. Manage, maintain, and organize the schedules for office staff, residence hall reservable spaces, dining hall table reservations, and time off calendars, by scheduling appointments, coordinating logistics, and arranging virtual meetings (Zoom, Google Meet) as needed
11. Serve as the liaison with Central Receiving for the coordination and pickup of all departmental mail and packages and ensure distribution occurs daily
12. Manage the Housing department’s email account, providing accurate information to stakeholders, ensuring excellent customer care in all communications, and referring individuals to the correct resources to get the support they need.
Marketing and Communication responsibilities
13. Collaborate with the Marketing and Communications manager (MCM) on the creation of accurate mass email communications, ensuring the message matches the intended tone of the Residential Living brand and utilize communication software to send emails as needed
14. Create and publish social media and digital display content in alignment with current branding standards outlined by the MCM as needed
15. Collaborate with the MCM to provide messaging that is in alignment with Residential Living’s identity and standards
16. Assist the MCM in the leadership of the student staff in the creative suite as needed
Administrative Tasks
17. Assist the Sr. Administrative Aide (and coordinate with the Business Support Center) as needed and apply support for financial transactions, payroll, reallocations, inter-account billing, budget transfers, invoicing, and check requests as approved and directed by supervisor(s).
18. Maintain working knowledge and compliance with federal and state regulations such as FERPA, Clery Act, VAWA, and HEOA regarding the release of information, data tracking, and report generation.
19. Provide additional support for Housing functions, as needed. Evening and weekend hours for this position may be required during peak housing periods such as openings (fall, spring, and summer), and closings (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.
20. This position is responsible for instructing and directing the work of five or fewer student office staff.
21. Apply safety-related knowledge, skills, and practices to everyday work.
22. Commit to learning about continuous improvement strategies and applying them 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

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

Desirable Education and/or Experience

? Bachelor’s degree from an accredited University
? Two to three years of experience in marketing, communications, or a related field

Required Knowledge, Skills, and/or Abilities

Skills

1. Effective written and oral communication skills as demonstrated through application materials, interviews, and/or reference checks.
2. Strong interpersonal communication skills with a commitment to delivering an excellent customer service experience, demonstrating empathy, and understanding, and providing guidance on Residential Living policies to a wide spectrum of diverse audiences in a student-centered environment
3. Self-management skills: ability to manage time effectively, learn and contribute to overall departmental tasks and goals.
4. Project coordination skills: ability to lead or contribute to planning or organizing projects, programs, services, etc.
5. Conflict resolution skills: ability to use interpersonal skills to develop and maintain positive professional relationships and resolve conflict in a team environment and with individuals from various diverse backgrounds and experiences.
6. Strong organizational skills: Demonstrates an ability to organize and prioritize multiple tasks and calendars efficiently.
7. Computational skills: ability to perform basic mathematical computations to assist with financial operations and/or data collection, analysis, and reporting.
8. Computer skills: Strong proficiency with word processing and spreadsheet software, preferably Microsoft Office or Google Suite. The candidate will need to navigate multiple activities (room assignments, billing, reports, etc.) utilizing housing management software and must have the necessary computer skills to achieve this.

Abilities

1. Ability to model self-care and well-being for colleagues and, most importantly, students.
2. Ability to manage emotions, function effectively, and make sound decisions in stressful and crisis situations.
3. Ability to handle multiple projects, services, activities, etc. in a timely and professional manner in a fast-paced and results-oriented environment.
4. 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.
5. Ability to be flexible, diplomatic, patient, service-driven, and a self-starter.
6. Ability to work independently under limited supervision and in teams.
7. Ability to make reasoned administrative and procedural decisions and judgments on sensitive and confidential issues.
8. Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
9. Demonstrated commitment to contribute to a safe work environment.

Possession of a valid driver's license and ability to comply with Michigan Tech vehicle-use requirements.

Desirable Knowledge, Skills, and/or Abilities

1. Communication experience: Previous experience in drafting accurate communications that prioritize establishing an empathic tone centered around our marketing brand and will yield a high-quality customer service experience.
2. Marketing experience: Previous experience in putting together a variety of marketing design initiatives that support the intended brand of the office.
3. Robust knowledge of assembling and managing social media posts that align with the marketing brand of the office is desirable
4. Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints. 

Work Environment and/or Physical Demands

Work Environment and/or Physical Demands** WORK ENVIRONMENT:
? Moving small- to medium-sized boxes of materials in and out office during special events.
? Driving personal or university vehicles or golf carts during special events to transport materials and supplies to events.
? The noise level in the work environment is usually low to moderate.
? Fast-paced.
? Results-oriented.
? Accountability-driven.
? Day-to-day work occurs in an office situated in an undergraduate residence hall setting amongst living spaces for students.
? Evening and weekend hours for this position are only occasionally necessary during peak housing periods such as Fall semester opening, 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. Time off requests for the month of August are typically unable to be approved.
? After-hours phone calls and callback support to provide operational assistance may be required.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Personal Protective Equipment: None Required

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:

• Employee Safety Overview

• Anti-Harassment, Discrimination, Retaliation Training

• Annual Data Security Training 

• Annual Title IX Training

Required Departmental Training: 

? Adirondack Housing Management Software
? CS Gold, Banner, Perceptive Content, and other software training will be provided to be successful in the position

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:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

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

1

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($17.51/hr).

Title of Position Supervisor

Assistant Director of Housing

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 10/22/2024 - 10/28/2024
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.