Administrative Aide

Effectively perform a wide range of administrative tasks including the graduate and undergraduate programs; manage student hiring and payroll, Electronic Personnel Action Forms (EPAF), and prepare reports related to teaching and enrollment; Communicate effectively with faculty, staff, and students to
optimize department and office operations; Ensure that deadlines are met, and tasks are completed. Some of the specific examples listed below are representative of the knowledge, skill, and/or ability required.

1. Provide administrative information and assistance based on established university policy and procedure to a diverse population in a professional, friendly, and courteous manner with a focus on the graduate and undergraduate programs.
2. Coordinate all aspects of the graduate program including but not limited to: graduate admissions process; individual student records; proficiency and comprehensive qualifying exams process; orientation session.
3. Coordinate and maintain graduate program budget allocations; tuition and stipend.
4. Provide excellent customer service to faculty, staff, and students to ensure smooth, timely departmental operations.
5. Hire student graders. Coordinate payroll for student employees; originate electronic payroll forms (EPAF) and reallocations, review and process employment forms for new student hires, approve biweekly timesheets, and serve as department timekeeper.
6. Coordinate all aspects of student orientations, guest seminars, and student presentations.
7. Assist faculty, students, and guests with travel reimbursements.
8. Maintain printer and photocopier equipment and supply inventory.
9. Order office supplies.
10. Coordinate with the MTU Registrar’s Office for the planning and scheduling of academic functions and activities.
11. Coordinate with MTU Bookstore for textbook requests, etc.
12. Coordinate textbook orders each semester, submit course textbooks using the university bookstore portal; process desk copy requests with publishing companies.
13. Collect and maintain records of syllabi and class rosters; post final exam schedules.
14. Support and create departmental marketing material; including brochures, annual newsletter, departmental annual report, and other outreach activities.
15. Monitor and maintain multiple Google calendars.
16. Independently answer routine inquiries. Receive, screen, and route telephone calls, mail, and departmental email account.
17. Assist budget coordinator with special events, surveys, and projects.
18. Coordinate top student awards; mailings to high school math teachers.
19. Maintain graduate web pages. Assist in monitoring department web site for accuracy.
20. Utilize BANNER, Banweb, Canvas, Concur, Digital Measures, Perceptive Content, Slate and WebFOCUS to access and extract confidential information, compile statistical data, and prepare spreadsheets/reports.
21. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in university continuous improvement initiatives.
22. Apply safety-related knowledge, skills, and practices to everyday work.
23. Other duties as assigned.