Sr. Administrative Aide

$38,563 - $38,563/Yr

Michigan Technological University - Atlantic Mine, MI

Part-time,Full-time - Mid Level

Atlantic Mine, MI

Educational Services

About the position

The Sr. Administrative Aide plays a crucial operational role within the Residential Living department at Michigan Technological University. This position is responsible for managing residential access systems, overseeing financial transactions, and providing administrative support to ensure the smooth operation of the department. The role requires strong leadership, collaboration with various departments, and a commitment to maintaining safety and security within the residential community.

Responsibilities

• Directly lead and independently manage the residential access and security processes for over 3300 residents.
• Independently oversee, manage, approve, and coordinate residential facility access for multiple University stakeholders.
• Partner with the Executive Director of Residential Living on the residential access plan for the halls.
• Provide oversight, organization, and coordination for the controls associated with inventory, distribution, and audits of all physical keys and electronic locking systems.
• Responsible for the card identification system, creating, encoding, and programming cards for staff IDs and guests.
• Provide oversight and coordinate the electronic exterior door locking schedules and patron access permissions.
• Collaborate with Public Safety in the coordination, ordering, and tracking of lock change and key work orders.
• Directly oversee and organize the early arrival and late stay registration and approval process for resident students.
• Provide secondary support to the office manager in managing meeting room access and reservations.
• Assist the Executive Director in the organization of the departmental budget and financial reports.
• Provide oversight in all day-to-day financial processes and business transactions, ensuring efficiency and accuracy.
• Serve as the Payroll departmental liaison and collaborate with the Business Support Center for efficient processing of paperwork.
• Independently process charges and credits to student accounts for access-related fines.
• Manage the request process for meal plan changes.
• Collaborate with the Business Support Center on departmental financial transactions and processes.
• Identify problems, analyze information, and develop solutions in consultation with the supervisor.
• Provide secondary support to coordinate office activities and ensure smooth operations.
• Provide superior customer service in all internal/external communications.
• Maintain compliance with federal and state regulations regarding data tracking and report generation.
• Participate on departmental and University committees as needed.
• Instruct and direct the work of five or fewer student office staff.
• Commit to learning about continuous improvement strategies.

Requirements

• High school diploma or an equivalent combination of education and experience.
• Five years office/clerical experience.
• Five years experience using personal computers and software office suite packages (Microsoft and/or Google).
• Experience using advanced features of word processing applications.
• Experience using advanced features of spreadsheet applications including creating formulas and managing worksheets.
• Experience with accounting procedures and processes.
• Strong interpersonal communication skills.
• Strong multitasking skills to handle multiple projects.
• Keen attention to detail and ability to maintain electronic records accurately.
• Strong use of judgement and tact in handling confidential information.

Nice-to-haves

• Demonstrated ability to work independently on solving challenges.
• Demonstrated ability to collaborate effectively with department leaders.
• Demonstrated ability to take initiative in completing tasks within specified time constraints.
• Demonstrated ability to learn and utilize new software programs.
• Demonstrated ability to organize and prioritize work assignments.
• Demonstrated ability to adapt to changes as operations evolve.
• Demonstrated ability to generate reports from multiple data sources.
• Demonstrated ability to provide an empathic response to distressed individuals.

Benefits

• Competitive salary
• Full-time position with benefits
• Union position
• Professional development opportunities