Administrative Aide

$36,421 - $36,421/Yr

Michigan Technological University - Houghton, MI

Full-time

Houghton, MI

Educational Services

About the position

The Administrative Aide position at Michigan Technological University is a vital role within the Transportation Services department, focusing on providing exceptional customer service to faculty, staff, and students. This position involves daily interactions through various communication channels, including in-person, phone, and email, to inform customers about parking rules and regulations, register vehicles, issue parking permits, and assist with inquiries related to parking, permits, violations, and transportation. The Administrative Aide will also be responsible for dispatching the Courtesy Patrol as needed and monitoring communication channels to ensure efficient operations. In this role, the Administrative Aide will independently utilize T2 software to maintain accurate records for faculty, staff, students, and vendors, ensuring that all paperwork, permits, vehicles, and citations are up to date. The position requires the use of WebFOCUS reports to classify faculty and staff for permit eligibility and type, as well as reviewing T2 reports to maximize parking lot usage. The Aide will handle financial transactions related to permit purchases, create remittance reports, and resolve discrepancies between submitted reports and bank deposits. Additionally, the Aide will manage the creation and communication of waitlist information for students, prepare orientation packets, and process refunds as necessary. The Administrative Aide will also play a key role in leading the payroll deduction process, supervising and training student or temporary office workers, and maintaining spreadsheets for departmental reports. Effective communication with other departments regarding permits and parking is essential, as is the ability to assist customers with professionalism and resolve issues promptly. The Aide will be expected to engage in continuous improvement strategies and apply safety-related knowledge in their daily work, contributing to a safe and efficient work environment.

Responsibilities

• Independently utilize T2 software to ensure records for faculty/staff/students/vendor paperwork, permits, vehicles, and citations are accurate and up to date.
• Utilize WebFOCUS reports to ensure proper classification of Faculty/Staff for permit eligibility and type.
• Independently review T2 reports to maximize parking lot usage.
• Independently complete University department permit purchase transactions in T2 and create the reallocation financial form for payment.
• Review Financial summary in T2, create a journal for the financial transactions in Banner, and update remittance report daily. Send remittance report monthly to accounting.
• Independently research discrepancies between remittance reports submitted and bank deposits received per accounting reporting.
• Apply updates in Banner for 'holds' and/or place charges on billing accounts.
• Create, award, and communicate waitlist information for residential and commuter students.
• Prepare orientation packets for 1st year students accurately and timely.
• Receive, screen, route, and/or respond to telephone calls, emails, and other correspondence.
• Process refunds through Touchnet to customer credit/debit cards or create a check request.
• Complete department check requests and reallocations as needed.
• Communicate professionally with other departments regarding permits, parking, employee/student classification, and vendor parking authorization.
• Lead the payroll deduction process - fax forms, upload forms to T2 profile, track and verify deduction fees, and place forms in appropriate binders.
• Lead the customer facing area to assist and resolve customer issues in a timely manner with a high level of professionalism.
• Dispatch and communicate to the Courtesy Patrol team for parking issues or complaints received in the office for resolution using inner department software or a radio.
• Supervise and train student/temporary office workers.
• Create and maintain spreadsheets as needed for department reports.
• Communicate with contracted shuttle providers and convey updated information to shuttle group.
• Other duties as assigned.
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
• Apply safety-related knowledge, skills, and practices to everyday work.

Requirements

• High school diploma or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Four years office/clerical experience.
• Four years of proven high-quality customer service experience.
• Four years' experience using personal computers including Microsoft Word and Excel.

Nice-to-haves

• Familiarity and experience with Banner, WebFOCUS, Touchnet, and T2.
• Experience creating forms.
• Conflict resolution with a diverse group of people.