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Administrative Aide 8

Posting Details

Position Information

Position Title Administrative Aide 8
Department Alumni Relations
Location Main Campus (Houghton, MI)
Position Type Staff
Full-time/ Part-time Full-time
Full-Time Equivalent (1.0=100%) 1.0
Appointment Term 12 Month
Pay Type Hourly Rate
Salary or Hourly Rate Contractual. External candidates will receive the minimum of the level ($14.25/hr)
Shift 1st
Position Duration Dependent on External Funding? No
Title of Position Supervisor Assistant VP of Alumni Engagement

Position Summary Information

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Description Summary

In a fast paced environment, provide comprehensive administrative support functions for the Alumni Engagement and Annual Giving teams and for the Michigan Tech Alumni Board of Directors. Represent the department in a professional manner and respond to the needs of alumni of all ages, students, faculty, staff, volunteers, major donors, class representatives, special group coordinators and others with direct interests.

Essential Duties & Responsibilities (other duties may be assigned)

Provide administrative support to the Michigan Tech Alumni Board of Directors including:
1. Responsible for the coordination of logistics for the bi-annual Board of Directors meetings including facility bookings,
catering, securing hotel room blocks, meeting materials, and technical support

2. Prepare monthly reports on alumni programming income, expenditures, and budgets and review with the Board Treasurer

3. Assist the Board Treasurer in the preparation of semi-annual comprehensive financial reports

4. Assist Board Executive Committee members and project teams in preparations for regularly scheduled and ad hoc conference calls

5. Maintain and update the Michigan Tech Board of Directors web site using the CMS

6. Compose routine correspondence for the Michigan Tech Board of Directors President

Other Administrative Responsibilities: Act as department liaison to internal and external constituents providing exemplary customer service. Use good judgment and discretion to resolve non-routine issues; independently respond to questions about policies and procedures to resolve issues and/or facilitate contact with appropriate personnel when required. Identify problems, independently analyze information, and, in consultation with colleagues, take initiative to develop solutions.
1. Reception of visitors to Alumni House and assist with wireless access, parking, MyMichiganTech, and alumni email inquiries

2. Receive and screen incoming phone calls, handle routine inquiries, escalate inquiries as needed to other staff members

3. Provide support to alumni and friends regarding concerns/questions/requests for re-connection providing alumni information as allowed by FERPA and the Alumni Privacy Policy

4. Forward “opt out” requests, employment and address changes to Development Operations for Banner updates

5. Receive and distribute department mail, prepare packages for shipping

6. Maintain multiple departmental, Presidential Council of Alumnae (PCA) and Michigan Tech Alumni Board of Director list serves

7. Stock and maintain Alumni House office supply inventory

8. Act as the Alumni House Manager; granting security access, scheduling repairs, etc.

9. Provide administrative support to the Michigan Tech Student Foundation (MTSF) including managing the online store

10. Provide administrative support to the Michigan Tech Retired Employees Association, and Presidential for Alumnae (PCA)

11. Perform a wide variety of administrative functions for Alumni Engagement and Annual Giving staff including composing routine correspondence, assisting with special projects and preparing reports

12. Act as the Human Resources liaison for the department; processing EPAFs and approving payroll time sheets

13. Serve as the space, equipment and safety coordinator for the department

14. Manage department accounts and budgets including online store, purchasing card reallocations, affinity partner revenue, TouchNet batch settlements, Image Now document uploads, and perform month end accounting duties including generating journal entries and remittance reports

15. Manage and reconcile petty cash fund account

16. Manage the Michigan Tech Alumni, Retirees Association, TechAlum and Reunion email box

17. Coordinate the distribution of multiple student awards including the Traditions of Giving Scholarships/Fellowships, MTSF and Helman scholarships

18. Maintain and update standard operating procedures, contacts, vendors and policies in departmental “wiki”

19. Use online calendar (Google) and document collaboration (Google Drive) tools to support departmental initiatives


ADMINISTRATIVE AIDEALUMNI RELATIONS

Michigan Tech Alumni Reunion
1. Member of the Reunion planning committee

2. Assist with the financial management of the annual Alumni Reunion through event management software and Banner as well as manage other “behind the scenes” aspects of Reunion planning, execution and follow-up

3. Assist with the coordination of Alumni Award recipients and the Reunion Dinner program.

4. Staff the Reunion Registration area and assist at a variety of events

Event Support Duties:
1. Assist at local alumni chapter events, campus events (i.e. Homecoming, Commencement and Winter Carnival) and regional
events as required. Participate in post-event evaluation meetings

2. Process registration and RSVP responses for alumni events-credit card, check and cash via web, telephone, mail and in person. Process requests for reimbursement for event expenses for staff and for volunteers

3. Maintain inventory of event door prizes and pack/ship event materials for staff and volunteers

4. Prepare event attendee name tags and rosters, provide post-event attendee lists for Banner updates

5. Assist with sourcing of event venues and follow up with regional volunteers

6. Provide additional support for Alumni Engagement functions, as needed. This includes evening and weekend hours during peak periods during the year such as Winter Carnival, Commencement, Alumni Reunion, and Homecoming. (Please note: extended leave requests for the period from mid-July through mid-August will not be approved.)

SUPERVISORY RESPONSIBILITIES:
Functional supervision may be exercised over student assistants.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Education (minimum requirements)

• High school diploma.

Required Experience (minimum requirements)

• Five years experience in secretarial or administrative support.
• Five years experience using personal computers and basic software packages (including word processing, spreadsheet, presentation, and database software).
• Experience using advanced features of word processing, spreadsheet, presentation and database software.
• Experienced using advanced features of online calendars and document collaboration tools.
• Experience using Banner, Web Focus, Discoverer, Image Now and Access Online systems.
• Accounting experience preferably in a university environment.

Desirable Education and/or Experience

• Undergraduate degree.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Demonstrated ability and willingness to work a flexible schedule including evenings and occasional weekends.
• Excellent interpersonal, customer service and written/oral communication skills.
• Demonstrated ability to communicate across cultural boundaries and work harmoniously and effectively with diverse groups of students, faculty, and staff.
• Demonstrated ability to independently organize and prioritize work assignments in a complex work environment.
• Demonstrated ability to work under conditions of frequent and multiple interruptions.
• Demonstrated ability to handle multiple tasks and deadlines with attention to detail and a high degree of accuracy.
• Demonstrated ability to remain calm in stressful situations.
• Demonstrated ability to utilize a variety of resources to gather information.
• Demonstrated ability to work independently and take initiative to solve problems.
• Demonstrated ability to use judgment when dealing with highly confidential information.
• Demonstrated ability to explain and convey complex information.
• Demonstrated ability to work in a team environment and contribute to the overall smooth operation of the department.
• Demonstrated ability to effectively adapt to change.
• Demonstrated understanding of proper grammar, spelling, and punctuation.
• Demonstrated ability to learn new computer software skills.

Desirable Knowledge, Skills, and/or Abilities

• Demonstrated experience with managing websites with CMS software
• Demonstrated volunteer management and event planning experience

Language, Mathematical, and/or Reasoning Skills

LANGUAGE SKILLS:
Ability to read and comprehend complex instructions, correspondence and memos. Ability to compose routine and non-routine correspondence. Ability to effectively present information in one-on-one situations to students, faculty, staff, and individuals
external to the department.

MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY:
Ability to apply common sense understanding to carry out written or oral instructions. Ability to deal with problems in complex situations.

Work Environment and/or Physical Demands

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; climb or balance; and reach with hands and arms. The employee is regularly required to talk or hear; and use hands to finger, handle or feel an object. The employee must occasionally lift and/or move up to 50 pounds. The employee is regularly required to move materials up and down one flight of stairs. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.

Required Training and Other Conditions of Employment

Posting Detail Information

Posting Number 17251
Posting Type Internal & External Posting
Internal Posting Date 08/16/2017
External Posting Date 08/16/2017
Open Until Filled No
Special Instructions to Applicants (if applicable)
Additional Information

UAW Posting
08/11/2017 – 08/17/2017
External applications will not be reviewed until after all internal UAW applications.

References

Settings

Accept References No
Cutoff Date
Reminder Days
Minimum Requests
Maximum Requests
Applicant Special Instructions
Provider Special Instructions
Confirmation Message To Provider

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a High School Diploma or equivalent?
    • Yes
    • No
  2. * Do you have five years' experience in secretarial or administrative support?
    • Yes
    • No
  3. * Do you have five years experience using personal computers and basic software packages?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. Reference List
Optional Documents