Human Resources

Job Description Summary

Provide professional clerical and administrative support functions for the Biological Sciences Department. Provide excellent front-line 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

Essential Duties & Responsibilities (other duties may be assigned)

1. Assist the Department Chair, Associate Chair, and the Department Coordinator.
2. Greet customers, receive, screen, route, and/or respond to telephone calls, emails, and other correspondence.
3. Graduate Assistant duties entail graduate student support. Organize and assist current graduate students, incoming graduate students and applications of prospective graduate students.
4. Manage MTU Fund gift giving. Run reports and mail Thank-you letters (Three times a year).
5. In charge of opening and closing the main department office daily.
6. Assists personnel with all Purchase Requisitions/orders and blanket orders. Processes the final invoices using Perceptive Content and records all transactions
7. Help organize the Department Seminar Series and arrange for appropriate resources including room reservations, audio/visual needs, and food service. Distribute posters and announcements and follow up as needed.
8. Review and update department email and contact lists
9. Maintain copy/printer equipment and order office supplies.
10. Maintain department conference room reservations, and assist with set-up and takedown events when needed.
11. Provide administrative and clerical support for faculty and staff.
12. Take minutes at the weekly departmental meetings and distribute them after approval from the Chair.
13. Receive and route packages (store correctly if the materials are temperature sensitive/perishable).
14. Handle daily campus mail pick up and distribution.
15. Issue keys and/or building access to faculty, staff, and students.
16. Help with web maintenance of the Department Webpage
17. Help with Department outreach. Coordinate and process mailings and announcements to prospective students, parents, high schools, alumni, and student organizations. Aid in the outreach through departmental displays and texting events
18. Prepare and edit the annual Newsletter for the department
19. Assist in creating publications as needed; design and edit flyers, brochures, posters, etc.
20. Maintain Biological Sciences spaces. Coordinate with IT for office needs and submit facility work orders for repairs or improvements
21. Perform other duties as assigned.
22. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University’s ongoing improvement initiatives.
23. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures (minimum requirements)

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

Required Experience (minimum requirements)

• Three years of experience in office and administrative support.
• Three years of advanced computer proficiency with personal computers and basic software packages including word processing, database, spreadsheet applications, and presentation software.
• Experience using advanced features of word processing applications such as columns or tables, mail merge, sorting, etc.

Desirable Education and/or Experience

• Associate Degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Biology experience preferred.
• Demonstrated knowledge of University policies and procedures.
• Demonstrated experience with University software including Banner, Perceptive Content, and Digital Measures.
• Demonstrated experience with Google Applications and forms.
• Demonstrated experience with advanced uses of Microsoft Word and Excel.

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

• Excellent customer service, interpersonal, and written/oral communication skills.
• Demonstrated ability to independently organize and prioritize multiple work assignments.
• Demonstrated ability to work independently and take the initiative to solve problems.
• Demonstrated ability to handle simultaneous requests with accuracy and attention to    detail.
• Demonstrated ability to work effectively under conditions with frequent and multiple interruptions.
• Demonstrated ability to effectively adapt to change.
• Demonstrated ability to use judgment when dealing with confidential information.
• Demonstrated ability to work as part of a team.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated commitment to contribute to a safe work environment

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. **

Language, Mathematics and/or Reasoning Skills

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.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

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

1

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External applicants will receive the minimum amount ($17.00/hr.)

Title of Position Supervisor

Posting Type

Special Instructions to Applicants (if applicable)

• UAW Posting 10/03/2023 - 10/09/2023 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

• Your references should include the contact information for at least three (3) professional references.