Administrative Aide

About the role

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.

Responsibilities

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

Qualifications

• High school diploma or equivalent
• 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 Qualifications

• Experience and/or coursework in bookkeeping and/or accounting
• Demonstrated 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
• Demonstrated 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