Sr. Administrative Aide

Summary

The Office of Advancement seeks a detail-oriented and technically proficient employee to provide comprehensive administration support. This role requires excellent interpersonal and customer service skills, strong computer proficiency, attention to detail, efficient organizational skills, and discretion when handling confidential information. The successful candidate will perform a wide range of tasks essential to the department's smooth operation.

Responsibilities and Essential Duties

• Works closely with the Executive Director for Advancement Services & Operations and the Director for Charitable Gift Planning to provide comprehensive administrative support.
  
• Assist with donor research, contact reports and information requests.
  
• Maintain working knowledge and compliance with federal and state regulations such as FERPA, regarding the release of information, data tracking, and report generation.
  
• Organize and manage sensitive departmental documentation, ensuring FERPA compliance and the necessary standards of confidentiality.
  
• Work closely with and provide administrative support to the Advancement & Gift Planning and Advancement Services teams as requested.
  
• Serve as a member of the department's Stewardship Committee.
  
• Meet, greet and assist visitors to the Alumni House in a kind and courteous manner.
  
• Coordinate and manage the day-to-day logistics of the Alumni House office, ensuring smooth and efficient operations that promote an inclusive atmosphere.
  
• Serve as the liaison with Central Receiving for the coordination and pickup of departmental mail and packages for the Alumni House and ensure distribution occurs daily.
  
• Order, maintain, and replenish department office supplies as needed and manage inventory to ensure sufficient stock numbers.
  
• Oversee the routine maintenance, upkeep, and servicing of department office equipment (copy machines, printers, computers, etc), ensuring they stay in good working order.
  
• Process department paperwork, including check requests, inter-account bills, purchase orders, procurement card reallocations, and reimbursement.
  
• Coordinate travel arrangements and reimbursement through Concur, assist in travel preparation and follow up for supervisor(s) and team as requested.
  
• Other duties as assigned to support the Advancement & Alumni Engagement team.
  
• Apply safety-related knowledge, skills, and practices to everyday work.
  
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

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 progressive clerical and administrative support experience.
  
• Five years of experience using personal computers, Microsoft Office and Google Suite.
  
• Five years experience providing customer service.
  

Desirable Education and/or Experience

• Experience working in higher education.
  
• Experience working in fundraising.
  
• Experience working in the legal field or public sector.
  
• Experience using Concur and Banner software.
  
• Experience and/or interest in lifelong learning.

Required Knowledge, Skills, and/or Abilities

• Demonstrated ability to organize and prioritize work assignments in a complex work environment.
  
• Demonstrated ability to explain and convey complex information.
  
• Demonstrated ability to effectively solve problems with little to no supervision.
  
• Demonstrated ability to provide outstanding clerical and administrative assistance.
  
• Demonstrated ability to use advanced features of Microsoft Office and Google Suite.
  
• Superior communication, customer service and written/oral communications skills.
  
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
  
• Demonstrated ability to compose thoughtful, well-formatted business communications.
  
• Demonstrated excellent attendance record.
  
• Demonstrated ability to work accurately with attention to detail.
  
• Demonstrated ability to interact well with other University departments.
  
• Demonstrated ability to learn new computer programs.
  
• Demonstrated ability to use judgment when dealing with highly confidential information.
  
  

Desirable Knowledge, Skills, and/or Abilities

• Proficiency with Adobe Acrobat Pro, Anner, WebFocus, and Concur.
• Demonstrated success in working with persons with a wide variety of personal characteristics and viewpoints.

Work Environment and/or Physical Demands

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.

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($18.54/hr).

Title of Position Supervisor

Executive Director for Advancement Services and Operations

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 3/14/2025 - 3/20/2025
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.