Job Description

Department: Sponsored Programs Office
Summary
Michigan Technological University Sponsored Programs Office seeks an Administrative Aide who can assist with the subaward and awards processes for internally and externally funded projects. In addition, perform a unique blend of clerical support for the organizational unit.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations are available. If you require any auxiliary aids, services, or other accommodations to apply for employment, or for an interview, at Michigan Technological University, please notify the Human Resources office at 906-487-2280 or mtujobs@mtu.edu
Responsibilities and Essential Duties
1. Coordinate the review, processing, and submission of subaward and award documents.
2. Review incoming subaward invoices and monitor spending in accordance with the award terms and conditions.
3. Manage routine subaward processes including subrecipient single audit review, subrecipient debarment checks, federal reporting related to subawards, and the subaward closeout process.
4. Process and submit subaward purchase requisitions.
5. Monitor and respond to subawards email.
6. Manage, maintain, and update subaward database.
7. Coordinate the reporting process for external sponsored projects.
8. Manage the notification of employee separation process to ensure appropriate action is taken with external sponsors
9. 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.
10. Screen and review correspondence to determine appropriate routing and action required.
11. Retrieve new awards from various sponsor databases/websites.
12. Disseminate award documents to researchers in the campus community.
13. Monitor and maintain department files and internal forms/lists.
14. Data enter award information into departmental databases.
15. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
16. Respond to routine and non-routine inquiries and provide information using established policies, procedures, and practices.
17. Receive, screen, and route telephone calls.
18. Order/maintain departmental supplies and inventory.
19. Utilize word processing, spreadsheet, and email software to compose and edit correspondence, forms, reports, procedures, and budgets.
20. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
21. Integrate safety practices into daily activities.
22. SUPERVISORY RESPONSIBILITIES: Functional supervision may be exercised over student assistants.
Required Education, Certifications, Licensures

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

Required Experience

• 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.

Required Knowledge, Skills, and/or Abilities

• 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.

Desirable Knowledge, Skills, and/or Abilities

• Experience utilizing Google applications.
• Demonstrated ability to track and monitor expenditures and financial information.

Language, Mathematics and/or Reasoning Skills
LANGUAGE SKILLS:
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
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.
REASONING ABILITY:
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.
Work Environment and/or Physical Demands
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, walk, and reach with hands and arms. The employee is regularly required to sit, talk or hear, and use hands to finger, handle, or feel an object.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
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 employee may regularly be required to lift up to 10 pounds. The noise level in the work environment is usually 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%)
1.00
FLSA Status
Non-Exempt
Appointment Term
12 months
Shift
-
Pay Rate/Salary
Contractual. External candidates will receive the minimum amount ($18.04/hr).
Title of Position Supervisor
Grants & Contracts Analyst
Posting Type Internal & External Posting
Dependent on Funding No
Special Instructions to Applicants (if applicable)
UAW Posting 10/24/2025 - 10/30/2025
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
Please provide Cover Letter, Resume and Reference List when applying.
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 hr-help@mtu.edu.
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 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.
Required Education, Certifications, Licensures* (minimum requirements)
Advertised: 24 Oct 2025 Eastern Daylight Time
Applications close:

Skills Required