Senior Office Assistant

Apply now (https://secure.dc4.pageuppeople.com/apply/1021/gateway/default.aspx?c=apply&lJobID=493656&lJobSourceTypeID=796&sLanguage=en-us) Job No: 24221

Department: College of Engineering

Work Type: Union

Location: Main Campus (Houghton, MI)

Full Time / Part Time: Full Time

Categories: Office/Clerical Support

Department: College Of Engineering

Summary

Provide professional clerical and administrative support functions for the College of Engineering. Provide excellent front line customer service to faculty, staff, students, and visitors. This position requires the ability to work independently, with accuracy and attention to detail while meeting deadlines in a fast-paced environment.

Responsibilities

• Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner, independently respond to inquiries and provide information on established programs and services.

• Greet customers, receive, screen, route and/or respond to telephone calls, engineering emails, and other correspondence.

• Handle daily campus mail pick up and distribution. Send out UPS and FedEx packages.

• Utilize the suite of google tools to collect responses to surveys/forms, maintain content on google sites, and compile data as needed.

• Plan and coordinate departmental functions and events, including departmental meetings and retreats.

• Prepare giveaway items for alumni socials, individual meetings, and other events.

• Assist with special projects

• Serve as equipment coordinator; maintain equipment inventory utilizing ASPIRE

• Assist in creating publications as needed; design, verify, edit, and proofread letters, flyers, brochures, posters.

• Process check requests, reallocations, purchase requisitions, inter-account bills, invoices, cash deposits, banquet and entertainment forms

• Coordinate and process mailings to prospective students, parents, high schools, home schools, alumni and student organizations.

• Assist with webinars to coordinate high volume mailings and print event posters

• Access and extract information and reports such as Banner, Webfocus, Aspire, and Digital Measures

• Assist with preparing travel arrangements and process travel reimbursements

• Maintain a departmental purchasing card and process Concur reports

• Process Electronic Personnel Action Forms as needed

• Hire and supervise College of Engineering student employees

• Collaborate with IT for office needs and improvements. Submit facilities work orders for the College of Engineering.

• Purchase and maintain inventory of office supplies, supplies for reception area, miscellaneous supplies, ordering office furniture and decorations, ensuring copiers and printers are working, and having program brochures or other publications available. Order name tags, name plates, business cards, College of Engineering envelopes and letterhead.

• Assist with coordinating special events such as the advisory board meetings, research initiative events, inaugural inductee events, first year engineering lecturer, and open houses.

• Assign building card and key access for the College of Engineering.

• Oversee the departmental conference room reservations.

• Maintain confidential faculty, staff and College of Engineering files.

• Know and use advanced features of software; create database/spreadsheet files to organize and maintain data, and utilize word processing software to develop correspondence and other written materials.

• Maintain current knowledge of University policies and procedures

• Integrate safety practices into daily activities.

• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

• Perform other duties as assigned.

  Required Education, Certifications, Licensures

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

  Required Experience

• Three years of experience in customer service, secretarial or administrative support

• Experience using personal computers and basic software packages including Microsoft Office, Google Suite, and Adobe

  Desirable Education and/or Experience

• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, and mail merges

• Experience using advanced features of spreadsheet/database software

• Experience using MS Word, Excel, Banner, Google (drive, calendars, form, and sheets)

• Experience using Web Focus

  Required Knowledge, Skills, and/or Abilities

• Excellent interpersonal, customer service and oral/written communication skills.

• Demonstrated ability to independently organize and prioritize in a fast-paced environment.

• Demonstrated ability to use judgment when dealing with confidential information.

• Demonstrated ability to meet deadlines.

• Demonstrated ability to work with accuracy and attention to details.

• Demonstrated ability to work independently and take the initiative to solve problems.

• Demonstrated ability to work effectively with frequent and multiple interruptions.

• Demonstrated knowledge of proper grammar, spelling and punctuation.

• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.

• Demonstrated ability to adapt to change.

• Demonstrated ability to communicate effectively and work harmoniously with diverse groups of students, faculty and staff.

  Desirable Knowledge, Skills, and/or Abilities

• The ability to learn new computer-based applications.

• Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints. **

  Work Environment and/or Physical Demands

• 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.

• While performing the duties of this job, the employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee is frequently required to reach with hands and arms. The employee is frequently required to reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel and object.

• Specific vision abilities required by this job include close, distance, color and peripheral vision; and the ability to adjust focus. The employee may regularly be required to lift up to 50 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.

  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

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

  1

  FLSA Status

  Non-Exempt

  Appointment Term

  12 months

  Shift

  1st Shift

  Pay Rate/Salary

  Contractual. External candidates will receive the minimum amount ($16.74/hr).

  Title of Position Supervisor

  Director of Administration

  Posting Type

  Internal & External

  Special Instructions to Applicants (if applicable)

• UAW Posting 07/31/2024 - 08/06/2024

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.

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.

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.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: 31 Jul 2024 Eastern Daylight Time

Applications close: