Administrative Aide

Administrative Aide

Job No: 26093

Department: Financial Services & Operations

Work Type: Staff - Full Time, Union

Location: Lakeshore Center (Houghton, MI)

Full Time / Part Time: Full Time

Categories: Administrative/Business/Professional, Financial Services

Applications Close:


Sub Department: Financial Services & Operations

Michigan Technological University is an R1 technological research university founded in 1885 in Houghton. Our rural campus is situated just miles from Lake Superior in Michigan's scenic Upper Peninsula and is home to nearly 7,500 students from more than 60 countries around the world. Consistently ranked among the best universities in the country for return on investment, Michigan's flagship technological university offers more than 185 undergraduate and graduate degree programs. Research focus areas include defense, health, energy, automotive, environment, and aerospace.

The area's waters, forests, and snowfall support year-round recreation, including skiing, snowboarding, hiking, biking, and paddling. The University is an integral part of the region, supported by a friendly and welcoming community that takes pride in being a true college town. We embrace our size, climate, sense of adventure, and originality.

Summary

The Administrative Aide is a member of the Financial Services & Operations team responsible for processing and auditing travel-related financial transactions and reimbursements. This position supports faculty, staff, and students by providing guidance on Concur travel management software, reviewing and approving business meal reports, moving and house-hunting reimbursements, cash advances, and petty cash requests. Additional responsibilities include managing departmental travel email accounts, processing payments through Banner, including checks, invoices, and ACH transactions, and maintaining electronic records through Perceptive Content by routing, scanning, and indexing financial documentation. The Administrative Aide ensures compliance with university policies and federal regulations while delivering responsive customer service and administrative support.

Responsibilities and Essential Duties

1. Provide professional, courteous, and responsive customer service to a diverse population of internal and external customers.
2. Acquire and maintain knowledge of university travel policies, procedures, and applicable regulations.
3. Develop and maintain operational proficiency in the university travel management system, SAP Concur.
4. Provide support for new users of the SAP Concur system.
5. Independently review, audit, and process the following for compliance with university policies and federal regulations:
a. Travel expense reimbursement requests
b. Moving and house-hunting expense reports
c. Business meal reports
d. Petty cash replenishment requests
6. Prepare and process journal entries within the Ellucian Banner system.
7. Oversee the taxable travel process, including running and analyzing WebFOCUS reports and processing taxable journal entries.
8. Independently prepare and communicate responses to customers regarding travel and accounts payable inquiries.
9. Initiate and process direct deposit and check payments.
10. Manage weekly Accounts Payable check runs, including initiating processes, sorting checks, preparing mailings, and distributing checks.
11. Monitor Concur and Travel inboxes and provide guidance and support for emailed inquiries.
12. Monitor the Invoice Mailer email account, including downloading invoices and routing documents through Perceptive Content for processing.
13. Manage and record approved international travel requests in accordance with university procedures and compliance requirements.
14. Process monthly interfaces for departmental charges.
15. Serve as backup support for processing Michigan Tech Fund (MTF) checks and check runs.
16. Sort and distribute departmental mail as needed.
17. Utilize the Ellucian Banner system to process invoices, including blanket orders and check requests.
18. Utilize Perceptive Content to scan, link, route, approve, and attach supporting documentation.
19. Utilize WebFOCUS and Ellucian Banner to generate financial reports and export data into spreadsheets for analysis and reporting.
20. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
21. Apply safety-related knowledge, skills, and practices to everyday work.
22. Other duties as assigned.

Required Education, Certifications, Licensures
• High school diploma or equivalent

Required Experience
• Three years experience in clerical or administrative support experience.
• Three years experience in a customer service setting
• Three years experience using personal computers and basic software packages, such as Microsoft Office Suite and Google Suite.

Desirable Education and/or Experience
• Experience and/or coursework in bookkeeping and/or accounting
• Experience using advanced features of spreadsheet applications (e.g., Excel) such as utilizing columns or tables, sorting, formulas
• Demonstrated experience using Banner and Perceptive Content
• Experience using Concur Expense software

Required Knowledge, Skills, and/or Abilities
• Excellent interpersonal, customer service, and written/oral communication skills.
• Demonstrated ability to work independently and effectively with frequent interruptions.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Demonstrated ability to explain and convey complex information. Demonstrated ability to take the initiative to solve problems.
• Demonstrated ability to organize and prioritize work assignments independently in a complex work environment.
• Demonstrated ability to work with accuracy and attention to detail.
• Demonstrated ability to use judgment and discretions when dealing with highly confidential information.
• Demonstrated ability to work well with others, as a member of a team.
• Demonstrated ability to learn new software and computer-based applications.
• 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.
• Demonstrated ability and commitment to engage in continuous improvement practices.

Desirable Knowledge, Skills, and/or Abilities
• Demonstrated success in, or potential future contributions to, working with persons with a wide variety of backgrounds and viewpoints.

Work Environment and/or Physical Demands

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 low to moderate.

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.

Full-Time Equivalent (FTE) % (1=100%)
1

FLSA Status

Exempt

Appointment Term

12 months

Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount $18.04

Title of Position Supervisor

Director of General Accounting & Banking Services

Posting Type

Internal & External

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

UAW Posting - 06/23/2026 - 06/29/2026
External Applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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.

If you require any auxiliary aids, services, or accommodations during Michigan Tech's hiring process please notify the Human Resources office at View phone number on click.appcast.io or View email address on click.appcast.io.

Other Conditions of Employment:
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

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.


The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. Michigan Tech will provide a paper copy upon request; please contact the Michigan Tech Public Safety.

In compliance with the federal Drug-Free Schools and Communities Act (DFSCA) and its implementing regulations (34 CFR Part 86), Michigan Tech is committed to maintaining a drugfree campus environment and actively promoting the health and safety of its community. Find our notice that outlines the University's policies, legal sanctions, health risks, and available support resources related to the unlawful possession, use, or distribution of illicit drugs and alcohol.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: 23 Jun 2026 Eastern Daylight Time

Applications Close:


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