Senior Administrative Aide

Summary

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 and act as 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.

• 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 approve time sheets for student staff.
• Assign projects and provide support for student employees.
• Assist with department programming as needed.
• Maintain effective communication.
• Receive, open, and route mail.
• Serve 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 apply them to everyday work, actively engaging in University continuous improvement initiatives.
• Apply safety-related knowledge, skills, and practices to everyday work.

• 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.

• Experience working with Banner.
• Professional work experience in higher education.
• Associate degree or higher.

• Communication skills: ability to communicate effectively across 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.
• 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…