Michigan Technological University · 3 months ago
Administrative Aide
Houghton, MI
Contract
Onsite
Entry Level
$18.04/hr - $18.04/hr
2+ years expMichigan Technological University Sponsored Programs Office is seeking an Administrative Aide to assist with the subaward and awards processes for funded projects. The role involves a blend of clerical support and coordination of various administrative tasks related to external and internal project funding.
EducationHigher EducationUniversities
No H1B
Responsibilities
Coordinate the review, processing, and submission of subaward and award documents
Review incoming subaward invoices and monitor spending in accordance with the award terms and conditions
Manage routine subaward processes including subrecipient single audit review, subrecipient debarment checks, federal reporting related to subawards, and the subaward closeout process
Process and submit subaward purchase requisitions
Monitor and respond to subawards email
Manage, maintain, and update subaward database
Coordinate the reporting process for external sponsored projects
Manage the notification of employee separation process to ensure appropriate action is taken with external sponsors
Assist and advise academic units and faculty using established policies, procedures, and practices related to University and sponsor requirements for hard copy/electronic submission and processing of awards
Screen and review correspondence to determine appropriate routing and action required
Retrieve new awards from various sponsor databases/websites
Disseminate award documents to researchers in the campus community
Monitor and maintain department files and internal forms/lists
Data enter award information into departmental databases
Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner
Respond to routine and non-routine inquiries and provide information using established policies, procedures, and practices
Receive, screen, and route telephone calls
Order/maintain departmental supplies and inventory
Utilize word processing, spreadsheet, and email software to compose and edit correspondence, forms, reports, procedures, and budgets
Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives
Integrate safety practices into daily activities
SUPERVISORY RESPONSIBILITIES: Functional supervision may be exercised over student assistants
Qualification
Required
High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired
Two years clerical experience working in a relative, collaborative administrative office environment
Two years of experience using personal computers and basic software packages
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 spreadsheet/database applications such as sorting, using cell range names, using the file extract/combine and sum functions
Superior interpersonal, customer service and oral/written communication skills
Demonstrated ability to work, communicate and interact with a diverse customer base
Demonstrated knowledge of proper grammar, spelling and punctuation
Demonstrated ability to work with accuracy using numbers and have great attention to detail
Demonstrated ability to work as a team member and contribute to the overall smooth operation of a service environment
Demonstrated ability to independently organize and prioritize work assignments and take initiative to solve problems to meet various deadlines in a complex, high volume work environment
Demonstrated ability to use sound judgment when dealing with highly confidential information
Demonstrated ability to use new computer software
Demonstrated flexibility and ability to work under short deadlines
Demonstrated ability to work effectively under conditions of frequent and multiple interruptions
Demonstrated commitment to contribute to a safe work environment
Ability to read and comprehend simple instructions, short correspondence, and memos
Ability to write simple correspondence
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
Ability to deal with problems in routine situations
Preferred
Experience utilizing Google applications
Demonstrated ability to track and monitor expenditures and financial information
Company
Michigan Technological University
Michigan Technological University is a public research university that offers educational research programs.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$8.59MKey Investors
"US Department of Commerce, Economic Development Administation"Michigan Office of Future Mobility and ElectrificationUS Department of Energy
2023-11-09Grant· $0.4M
2023-08-03Grant· $0.05M
2022-11-16Grant· $8.14M
Leadership Team
Les Cook
Vice President for Strategic University Partnerships
Carrie Richards
Manager of Partner Engagement
Recent News
Government Technology US
2025-10-24
IEEE Spectrum
2025-10-23
2025-10-23
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