Summary

The Department of Physics requires an administrative aide (level-8 classification) to manage the operational functions focusing on the departmental graduate program and financial operations related to departmental (i.e. general, research, and Tech Fund) accounts thereby, providing professional support to the department coordinator and chair of the department.

Responsibilities 

Effectively perform a wide range of administrative tasks including the graduate program; Manage payroll, Electronic Personnel Action Forms (EPAF), and prepare accounting reports regularly; Communicate effectively with faculty, staff, and students to optimize department and office operations; Ensure that deadlines are met and tasks are completed;
Some of the specific examples listed below are representative of the knowledge, skill, and/or ability required.
1. Provide administrative information and assistance based on established university policy and procedure to a diverse population in a professional, friendly, and courteous manner with a focus on the graduate program;
2. Provide excellent customer service to faculty, staff, and students to ensure smooth, timely departmental operations.
3. Maintain daily financial operations and files for the departmental accounts including General Fund, Research, and Tech Fund accounts.
4. Initiate and process purchase requisitions, check requests, travel reimbursements, and expense reallocations; disburse and maintain petty cash funds.
5. Oversee departmental purchasing card activities; assist department cardholders with submission of monthly procurement card reports in the Concur system
6. Verify payroll records for project certification summaries.
7. Compile financial records for monthly reconciliation.
8. Coordinate payroll for student employees; originate electronic payroll forms (EPAF) and reallocations, review and process employment forms for new student hires, approve bi-weekly timesheets, and serve as department timekeeper.
9. Assist with events; student orientations, guest seminars, student presentations
10. Generate monthly reports of Tech Fund donations.
11. Maintain printer and photocopier equipment and supply inventory; track monthly usage in Excel reports.
12. Order office and research-related supplies, when requested.
13. Coordinate and track departmental colloquia and visits, reserve local hotel and transportation, and initiate travel reimbursements; Prepare and distribute visitors' itineraries and announcements to appropriate audiences and Tech Today. Assist in the preparation for the coffee hour before the colloquium and other related events.
14. Coordinate with the MTU Registrar’s Office for the planning and scheduling of academic functions and activities;
15. Coordinate textbook orders with MTU bookstore and department instructors each semester, submit course textbooks using the university bookstore portal; process desk copy requests with publishing companies.
16. Collect and maintain records of syllabi and class rosters; post physics course schedules.
17. Generate Excel report of academic semester student evaluations for instructors.
18. Support and create departmental marketing material; including brochures, annual newsletter, departmental annual report, and other outreach activities
19. Monitor and maintain multiple Google calendars for departmental absences, departmental events, physics course schedules, and room reservations.
20. Independently answer routine inquiries. Receive, screen, and route telephone calls and mail and departmental email account.
21. Assist office manager with special events, surveys, and projects.
22. Utilize BANNER, Banweb, Canvas, Concur, Digital Measures, Perceptive Content, and Webfocus to access and extract confidential information, compile statistical data, and prepare spreadsheets/reports.
23. Other duties as assigned.
24. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
25. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures

• High School diploma with equivalent experience from which comparable knowledge and abilities about communication and accounting skills have been acquired.

Required Experience

• Minimum of five years of office/administrative support experience working in a collaborative professional environment.
• Minimum of five years of experience using personal computers and advanced software packages, including cloud-based software such as Google Suite, and advanced features of word processing and spreadsheet applications.
• Minimum of two years of experience with financial management; including processing electronic payroll forms (EFAF) and preparation, reconciliation, and reporting of financial accounts.
• Experience showing the ability to effectively work with people of diverse backgrounds including faculty, staff, and undergraduate and graduate students.

Desirable Education and/or Experience

• Associate or Bachelor degree in business administration or a related field, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Experience working in higher education.
• Experience developing and editing various types of communication pieces for multiple audiences including content for print and web.

Required Knowledge, Skills, and/or Abilities

• Ability to handle multiple tasks, priorities, and assignments while keeping a professional and temperate demeanor with minimal supervision.
• Excellent customer service, interpersonal, and oral/written communication skills.
• Demonstrated ability to work, communicate, and interact effectively across cultural boundaries and work harmoniously with educationally diverse individuals and groups.
• Demonstrated ability to use judgment when dealing with highly confidential information.
• Demonstrated ability to independently organize and prioritize multiple work assignments.
• Demonstrated ability to work independently and take initiative to solve problems.
• Demonstrated ability to handle simultaneous requests and perform duties with accuracy and attention to detail.
• Demonstrated ability to work effectively with frequent and multiple interruptions.
• Demonstrated ability to meet deadlines in a fast-paced environment.
• Demonstrated knowledge of proper grammar, spelling, and punctuation, and the ability to explain/convey information.
• Demonstrated ability to work as a team member, contribute to the overall function of the department, and adapt to change.
• Demonstrated ability to learn new computer skills.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Demonstrated commitment to contribute to a safe work environment.

• Insert Safety Language. **

Desirable Knowledge, Skills, and/or Abilities

• Knowledge of University policies and procedures
• Artistic creativity can be applied to department marketing and outreach activities.

• 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: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually low to moderate.

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

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

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

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

Title of Position Supervisor

Budget Coordinator/Office Manager

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.

Additional Information

Please upload a list of at least three (3) professional references.
External applications will only be reviewed after internal applications.