Sr. Administrative Aide

Job Information

• Job No: 25305
• Department: Residence Life
• Work Type: Staff - Full Time
• Location: Main Campus (Houghton, MI)
• Full Time / Part Time: Full Time
• Categories: Office/Clerical Support

This position plays a key role within the Residential Living operation, providing leadership, oversight, management, and coordination of the residential access systems for the residential buildings; ensuring a highly accurate and precise operation. In addition, this position will assist the Executive Director of Residential Living and other department leaders in the organization of the department budget and ensure day-to-day financial transactions are efficient and accurate.

They will provide oversight over Payroll Management, a high volume of petty cash transactions, and ensure the efficiency and accuracy of financial transactions within the entire Residential Living operation. This position is a champion of collaboration, requiring strong interpersonal skills to partner with the multiple departments (Housing, Residence Education, Dining, Residential Facilities) within the Residential Living auxiliary operation and partner with leadership in ensuring the delivery of a dynamic residential experience for students.

This position's responsibilities are critical to the safety and security of the residential community and ensuring the smooth fiscal operations of the department. This position will require individuals to work independently, maintaining high levels of judgment, critical thinking, and a strong attention to detail that prioritizes the safety of residents and the efficiency of our financial operations.

• Lead and independently manage the residential access and security processes, including adhering to and recommending policies and procedures for a residential enterprise housing over 3100 residents.
• Independently oversee, manage, approve, and coordinate residential facility access for multiple University stakeholders, such as student organizations, Dining Services, Facilities Management, Public Safety, and external vendors.
• Partner with the Executive Director on the residential access plan for the halls that will optimize access to prioritize the safety and security of the residential environment.
• Provide oversight, organization, and coordination for the controls associated with inventory, distribution, lock changes, work orders, and audits of all physical keys, key cards, punch codes, and electronic locking systems.
• Responsible for the card identification system (does not include the official Michigan Tech ) creating, encoding, and programming cards for staff IDs, guests, and programs for the residential buildings.
• Directly oversee and organize the early arrival and late stay registration and approval process during break/closure periods for all resident students.
• Provide secondary support to the office manager as needed in managing meeting room access, coordinating office activities, inventory, calendars and ensure smooth office operations.

• Assist the Executive Director to create and maintain accurate monthly financial reports.
• Provide oversight in all day-to-day financial processes and business transactions (petty cash, billing, payroll purchasing, inter account transfers), ensuring their efficiency and accuracy, and tracking departmental fiscal activity and reporting activity to the Director.
• Serve as the Payroll departmental liaison and collaborate with the Business Support Center to ensure the efficient and accurate processing of paperwork for over 200 staff and assist with timecard/EPAF management as needed.
• Independently process charges and credits to student Banner accounts for lost keys, core changes, and other access-related fines. Document fines using housing management systems.
• Collaborate with the Business Support Center on purchase requisitions, invoices, inter-account billing, deposits, financial transactions, and petty cash processes. Cross trained to provide additional financial processes support as needed.

• Provide superior customer service in all internal/external communications to ensure satisfaction of stakeholders.
• This position is responsible for instructing and directing the work of five or fewer student office staff.
• Apply safety-related knowledge, skills, and practices to everyday work.
• Commit to learning about continuous improvement strategies and applying them to everyday work.

• High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

• Three years office/clerical experience.
• Three years experience using personal computers and office software suites (Microsoft and/or Google).
• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or creating macros.
• Experience using advanced features of…