Administrative Aide

Department: Sponsored Programs Office

Michigan Technological University Sponsored Programs Office seeks an Administrative Aide who can assist with the subaward and awards processes for internally and externally funded projects. The incumbent provides clerical support for the unit, performing a blend of tasks related to award administration.

• Coordinate the review, processing, and submission of subaward and award documents.
• Review incoming subaward invoices and monitor spending in accordance with the award terms and conditions.
• Manage routine subaward processes including subrecipient single audit review, subrecipient debarment checks, federal reporting related to subawards, and the subaward closeout process.
• Process and submit subaward purchase requisitions.
• Monitor and respond to subawards email.
• Manage, maintain, and update subaward database.
• Coordinate the reporting process for external sponsored projects.
• Manage the notification of employee separation process to ensure appropriate action is taken with external sponsors.
• Assist and advise academic units and faculty using established policies, procedures, and practices related to University and sponsor requirements for hard copy/electronic submission and processing of awards.
• Screen and review correspondence to determine appropriate routing and action required.
• Retrieve new awards from various sponsor databases/websites.
• Disseminate award documents to researchers in the campus community.
• Monitor and maintain department files and internal forms/lists.
• Data enter award information into departmental databases.
• Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
• Respond to routine and non-routine inquiries and provide information using established policies, procedures, and practices.
• Receive, screen, and route telephone calls.
• Order/maintain departmental supplies and inventory.
• Utilize word processing, spreadsheet, and email software to compose and edit correspondence, forms, reports, procedures, and budgets.
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
• Integrate safety practices into daily activities.
• SUPERVISORY RESPONSIBILITIES:
  
  Functional supervision may be exercised over student assistants.

• High school diploma or equivalent

• Two years clerical experience working in a relative, collaborative administrative office environment.
• Two years of experience using personal computers and basic software packages.
• 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/database applications such as sorting, using cell range names, using the file extract/combine and sum functions.

• Superior interpersonal, customer service and oral/written communication skills.
• Demonstrated ability to work, communicate and interact with a diverse customer base.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to work with accuracy using numbers and have great attention to detail.
• Demonstrated ability to work as a team member and contribute to the overall smooth operation of a service environment.
• Demonstrated ability to independently organize and prioritize work assignments and take initiative to solve problems to meet various deadlines in a complex, high volume work environment.
• Demonstrated ability to use sound judgment when dealing with highly confidential information.
• Demonstrated ability to use new computer software.
• Demonstrated flexibility and ability to work under short deadlines.
• Demonstrated ability to work effectively under conditions of frequent and multiple interruptions.
• Demonstrated commitment to contribute to a safe work environment.

• Experience utilizing Google applications.
• Demonstrated ability…