Administrative Aide 8

Job Description Summary

The Graduate Admissions Administrative Aide 8 performs administrative support functions for the Graduate School Admissions Team. This role requires attention to detail, efficient organizational skills, and discretion in handling confidential information. The ideal candidate for this position will be a role model for excellent service as they interact with a diverse population of students, faculty, staff, applicants, and visitors. Provide excellent customer service to a diverse student body population in a professional, friendly, and courteous manner.

Essential Duties & Responsibilities (other duties may be assigned)

1. Assist with the review of application materials for accuracy and provide completed applications to the program for review.
2. Be the lead on finding recruiting events, documenting, and creating a schedule with the rest of the admission team, including registration for approved events and travel arrangements as necessary.
3. Be the lead for providing phone communications for prospective student and applicant inquiries.
4. Be a secondary point of contact for Graduate Student Office Assistants to check-in and receive tasks when other admissions members are unavailable.
5. Provide back up for email communications for prospective student and applicant inquiries.
6. Triage routine/non-routine requests for information and provide information when appropriate or refer to the appropriate Graduate Director or Graduate Admissions staff members.
7. Manage the campus visit program for prospective students, including budget, scheduling and travel coordination.
8. Consolidating student records in our admissions system.
9. Admissions and enrollment data auditing and cleanup to ensure data integrity.
10. Maintaining international institution information in Slate and Banner.
11. Serve as the primary contact for prospective student password resets and application access issues.
12. Assist with the processing of official transcripts and proof of degrees for incoming Graduate Students.
13. Provide assistance to Graduate Admission for processing proof of funding documents for issuance of immigration documents.
14. Manage and coordinate admissions requirement meetings for all graduate programs, including scheduling, collection of relevant data, documentation and website updates.
15. Serve as colleague for Graduate School Admissions staff for special projects, functions, and events as necessary.
16. Other duties as assigned.
17. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in university continuous improvement initiatives.
18. Demonstrate knowledge and practice of the Family Educational Rights and Privacy Act (FERPA) in all day-to-day operations in order to protect students and confidential/sensitive information.
19. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures (minimum requirements)

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

Required Experience (minimum requirements)

* Four years office/clerical experience.
* Four years experience using personal computers including Microsoft Word and Excel.
* Four years customer service experience.

Desirable Education and/or Experience

* Bachelor's degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
* Familiarity and experience with Slate, Banner, and WebFocus.
* Experience updating websites.
* Experience working with Graduate Students.
* Experience working with university admissions.
* Experience working with people from multiple countries and cultures.

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

* Excellent interpersonal, customer service, and written/oral communication skills.
* Demonstrated willingness and ability to learn and follow instructions.
* Demonstrated ability to independently organize and prioritize multiple work assignments.
* Demonstrated ability to work with accuracy and attention to detail.
* Demonstrated ability to work effectively with frequent and multiple interruptions.
* Demonstrated knowledge of proper grammar, spelling, and punctuation.
* Demonstrated excellent attendance record.
* Demonstrated ability to be flexible and adapt to changing priorities.
* Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of an office.
* Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
* Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

* Working knowledge of university policies and procedures.
* Experience in graduate student admissions.

Work Environment and/or Physical Demands

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training:

• Employee Safety Overview

• Anti-Harassment, Discrimination, Retaliation Training

• Annual Data Security Training

• Annual Title IX Training

Background Check:

Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Other Conditions of Employment:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($15.00/hr).

Title of Position Supervisor

Assistant Director of Graduate Enrollment Services

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 05/09/2023 - 05/15/2023
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Additional Information