Human Resources

Office Assistant 6

Apply now Job No: 20148
Department: Financial Aid Administration
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

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 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 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

Job Description Summary

The Office Assistant provides general office support for the Student Financial Services Center. The office assistant coordinates with multiple staff members to ensure office coverage and is responsible for responding to the ever-changing needs of the department and the students, families, faculty, and staff that it serves.

The Office Assistant must regularly demonstrate professional written and verbal communication, and needs to have excellent customer service and computer skills, approach work processes methodically, and have extreme attention to detail. This position provides answers and guidance to students and families regarding the financial aid process and must function effectively in a fast-paced environment.

Essential Duties & Responsibilities (other duties may be assigned)

1. Coordinate office activities, equipment, supplies, schedules, and calendars; develop and recommend office procedures and systems, ensure smooth office operations.
2. Provide a wide variety of administrative functions for staff, such as making travel arrangements, assisting with special projects, preparing reports and coordinating webinars.
3. Provide excellent customer service to a diverse population of both internal and external customers.
4. Directly hire and supervise student employees; assign and prioritize duties.
5. Coordinate office participation and logistics for large-scale University events, including but not limited to Leading Scholars, Move-In Weekend, Open House, Preview Day and high school counselor visits.
6. Provide administrative support for the Leading Scholar Event and the Leading Scholars Committee; schedule meetings, develop agendas and minutes, serve as liaison to campus departments, and oversee logistics for the two day campus event.
7. Review/track departmental budget and reconcile monthly statements; initiate reallocations, and oversee all departmental purchasing card activities and records.
8. Review and approve payroll for all departmental staff members and prepare and monitor all Electronic Personnel Action Forms (EPAF).
9. Update and distribute necessary forms and documentation for students and families as needed.
10. Facilitate the culture of philanthropy by providing support for the “thank you note” process. Enter data, assist students in the note signing process, coordinate special signing events, and prepare letters for mailing to donors.
11. Run existing reports and processes and initiate mailings to students, including but not limited to scholarship letters, changes to merit awards, and aid adjustments based on residency.
12. Serve as the departmental equipment and space coordinator and the safety liaison.
13. Demonstrate knowledge and practice of the Family Educational Rights and Privacy Act (FERPA) in all day-to-day operations in order to protect students and confidential/sensitive information.
14. Other duties as assigned.
15. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
16. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures (minimum requirements)

• High School Diploma or equivalent.

Required Experience (minimum requirements)

• Four years office/clerical experience.
• Four years experience using personal computers and basic software packages.
• Experience using advanced features of word processing and spreadsheet applications.

Desirable Education and/or Experience

• Experience using Banner.
• Experience working with student financial aid.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Excellent interpersonal, customer service and written/oral communication skills.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Demonstrated ability to explain and convey complex information.
• Demonstrated ability to work independently and take 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 judgement when dealing with highly confidential information.
• Demonstrated ability to work well with others.
• Demonstrated ability to work in a team environment.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students and staff.
• Demonstrated ability to contribute to a safe work environment.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 3 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 

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%)


FLSA Status


Appointment Term

12 months


1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount.

Title of Position Supervisor

Senior Associate Director

Posting Type

Internal & External Posting

Special Instructions to Applicants (if applicable)

UAW Posting 9/15/2020 – 9/21/2020.

External applications will be reviewed only after internal applications.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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