Administrative Aide

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 serves as the primary coordinator for student workforce scheduling and operational administration for Michigan Tech’s Merchandising Operations. The role is responsible for ensuring accuracy and completion of financial, inventory, and scheduling processes, while supporting communication and coordination across the Campus Store and University Images operations. This position plays a critical role in maintaining efficient back-office systems and supporting overall operational success.

Responsibilities and Essential Duties

Scheduling & Workforce Coordination
• Prepare, publish, and maintain student employee work schedules across locations
• Approve time-off requests and coordinate shift coverage across locations
• Adjust staffing levels based on operational demands and seasonal needs
• Maintain scheduling accuracy and documentation

Operational Administration
• Maintain open-to-buy spreadsheets and operational reports
• Create and update spreadsheets related to sales, inventory, and financial tracking
• Organize and maintain operational documentation and procedures
• Perform the daily open and/or close, month-end close, and annual inventory processes in collaboration with the Merchandising Operations team
• Assist with critical Auxiliary Business Services events and operational needs during non-peak times, providing cross-functional support across auxiliary venues and programs as directed

Financial & Inventory Processes
• Assist with receiving and invoicing processes, ensuring accuracy and completion
• Maintain accurate inventory transfer records and system updates
• Support financial processes and ensure data integrity
• Assist with payroll/time entry approval as proxy when assigned

Communication & Coordination
• Manage incoming communications from customers, vendors, and staff
• Coordinate information flow between buyers, managers, and store staff
• Support operational planning and execution through effective communication

Retail Support
• Provide sales floor coverage as needed during peak times or staffing gaps
• Assist with customer service and store operations when necessary or as directed

Training & Administrative Support
• Assist leadership with scheduling and coordination of monthly training and professional development activities for workforce
• Maintain records related to student workforce operations
• Assist with onboarding student employees and reinforcement of training expectations as needed

Continuous Improvement & Compliance
• Commit to learning about continuous improvement strategies and Lean practices and integrating them into daily retail operations. Actively engage in University continuous improvement initiatives
• Apply safety-related knowledge, skills, and practices to everyday work, and maintain confidentiality of sensitive information
• Perform other duties as assigned

Required Education, Certifications, Licensures

• High school diploma or equivalent

Required Experience

• Two years of experience in office, retail, or administrative support
• Advanced computer skills

Desirable Education and/or Experience

• Bachelor's degree in business, organizational psychology, or a related field (or an equivalent combination of education and experience)
• Experience in a college or university bookstore environment
• Experience scheduling and/or providing functional supervision to student employees
• Experience with spreadsheet and reporting tools
• Valid Driver

Required Knowledge, Skills, and/or Abilities

• Strong organizational and time management skills
• Ability to manage complex scheduling and competing priorities
• Excellent interpersonal and oral/written communication skills
• Ability to work irregular hours, including evenings, weekends, and holidays for athletic and university events
• Demonstrated strong attention to detail and accuracy
• Ability to maintain confidentiality and exercise sound judgment
• Ability to work independently and collaboratively, including, but not limited to, the ability to work at any assigned location
• Ability to operate basic office equipment, including personal computer, photocopy machine, printer, scanner, fax machine, and calculator
• Demonstrated commitment to contribute to a safe work environment

Desirable Knowledge, Skills, and/or Abilities

• Proficient in Gmail, Google Suite
• Demonstrated ability to work with teams and collaborate
• Critical thinking and problem-solving skills
• 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
• Frequent sitting, standing, and walking
• Use of multi-screen computer systems for extended periods
• Occasional lifting up to 50 pounds with assistance
• Occasionally required to stoop, kneel, or crouch
• Peak workload periods are aligned with academic terms

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

Non-Exempt

Appointment Term

12 months

Shift

-

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount hr

Title of Position Supervisor

Campus Store Manager

Posting Type

Internal & External

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

UAW Posting - 07/16/2026 - 07/22/2026
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 906-487-2280 or style="font-family: verdana, geneva, sans-serif; color: #000000; font-size: 11pt">
Other Conditions of Employment:
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States 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 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 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)