Administrative Aide

$36,421 - $36,421/Yr

Michigan Technological University - Houghton, MI

Part-time,Full-time - Entry Level

Houghton, MI

Educational Services

About the position

The Administrative Aide position at Michigan Technological University involves daily interactions with faculty, staff, and students to provide support related to parking rules, vehicle registration, and transportation services. The role requires the use of various software systems to manage records, process transactions, and ensure compliance with university policies. The Administrative Aide will also be responsible for supervising student workers and contributing to continuous improvement initiatives within the department.

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.
• 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.

Benefits

• Health insurance coverage
• Paid holidays
• Flexible scheduling
• Professional development opportunities