Senior Administrative Aide

$38,563 - $38,563/Yr

Michigan Technological University - Berkeley, CA

Full-time - Entry Level

Berkeley, CA

Educational Services

About the position

The Senior Administrative Aide plays a crucial role in supporting the effective operations of the College of Business Dean's Office and the Center for Student Mental Health and Well-being (CSMHW) at Michigan Technological University. This position requires a proactive individual who can work independently to maintain an efficient main office environment. The Senior Administrative Aide will be the first point of contact for faculty, students, visitors, and other campus personnel, providing assistance and ensuring a welcoming atmosphere. Responsibilities include answering phone calls, sorting and routing incoming mail, and assisting with room reservations, all of which contribute to the smooth functioning of the office. In addition to general office duties, the Senior Administrative Aide will be responsible for screening and prioritizing requests and appointments within the CSMHW. This includes importing new clients and maintaining client files using Titanium Scheduler, which involves scanning and uploading documents. The aide will also assist with scheduling appointments and maintaining calendars for staff, ensuring that all administrative functions are handled in a timely and organized manner. The role requires coordination with search committee members regarding procedures, forms, and on-campus visits, as well as making travel arrangements for donors, speakers, and other guests. The Senior Administrative Aide will monitor office supplies, place orders, and assist with special projects, functions, and events as needed. A commitment to continuous improvement strategies is essential, as is the application of safety-related knowledge and practices in everyday work. Overall, this position is vital for maintaining the daily administrative functions of both the CSMHW and the College of Business in a confidential and professional manner.

Responsibilities

• Work independently to maintain an efficient main office, greet and assist faculty, students, visitors and other campus personnel, answer phone calls, sort and route incoming mail, and assist with room reservations.
• Screen and prioritize urgency of requests and appointments within the CSMHW.
• Import new clients and maintain client files utilizing Titanium Scheduler, including scanning and uploading documents.
• Assist with scheduling appointments and maintaining Google and Titanium calendars for staff.
• Assist the associate dean/graduate program director, including maintenance of files and records, processing forms and supporting documentation.
• Coordinate with search committee members with procedures, forms and coordination of on-campus visits.
• Coordinate correspondence, make travel arrangements and coordinate on-campus visits for donors, speakers and other guests.
• Monitor office supplies, place orders, including swag.
• Help with special projects, functions and events as needed.
• Maintain daily administrative function of the CSMHW and COB in a confidential, professional, and timely manner.
• Commit to learning about continuous improvement strategies and applying them to everyday work.
• Apply safety-related knowledge, skills, and practices to everyday work.

Requirements

• High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Five years of administrative support experience.
• Five years of experience using personal computers, basic software packages, and web-based tools.
• Experience using intermediate features of word processing, spreadsheet, and/or database software.
• Excellent written and verbal communication skills.
• Demonstrated ability to maintain confidentiality.
• Demonstrated ability to work with accuracy and attention to detail.
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
• Demonstrated ability to prioritize multiple work assignments.
• Excellent organizational and problem-solving skills.
• Demonstrated ability to work harmoniously with diverse groups of stakeholders.
• Demonstrated commitment to contribute to a safe work environment.

Nice-to-haves

• Associate degree or higher.
• Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints.