Human Resources

Job Description Summary

Support day-to-day administration of facility procedures to safeguard information, personnel, and facilities. Advise and assist personnel with facility procedures. Support compliance with Federal security regulations and contractual agreements. Support management of the University’s Technology Control Plan.

Essential Duties & Responsibilities (other duties may be assigned)

• Provide administrative support of facility procedures that:
- Maintain records in accordance with applicable requirements
- Maintain confidential documentation and records for faculty and staff.
- Maintain personnel folders and logs
- Maintain personnel applications, travel request
- Maintain investigations of security incidents or infractions.
- Monitor the receipt, storage, and transmission of critical information
- Maintain and secure department information
- Receive and route packages as well as prepare and receive shipping
- Report monthly billing according to University and contractual procedures
- Provide visitor control, personnel security, and customer service
- Provide physical security of facility and equipment.
- Schedule service visits for facility security and operations
- Administer and secure department petty cash
• Provide guidance and assistance to personnel regarding facility procedures
• Maintain robust knowledge of University databases and required access
• Acquire and maintain knowledge of Federal Regulations
• Support compliance with export regulations, including ITAR, EAR and OFAC
• Interface with visitors and assist correspondence
• Provide support to receive and screen incoming phone calls.
• Monitoring office equipment, order supplies and maintenance as needed.
• Manage office supply inventory, maintain sufficient supplies and monitor supply cabinets.
• Support and conduct other duties as assigned by supervisor
• As assigned, support facility hiring processes to include but not limited to;
- Support employees in filing appropriate paperwork
- Collecting applications, and arranging interviews for Temporary Positions
• As assigned, provide administrative support for department payroll
• As assigned, provide administrative support for departmental functions and meetings

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

Required Education, Certifications, Licensures (minimum requirements)

• Associate degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired
• US citizenship and able to acquire a US DOD government security clearance.

Required Experience (minimum requirements)

• Demonstrated knowledge and experience working with policies and procedures regarding sensitive information
• Demonstrated document review experience
• Demonstrated administration experience and interaction with personnel
• Demonstrated experience with maintaining records in accordance with applicable requirements

ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.

Desirable Education and/or Experience

• Experience serving in an industrial security environment.
• Experience in using or implementing Federal Regulations
• Experience working with DOD security policies and procedures
• Relative experience working in a higher education environment.
• Experience working with all levels of staff.
• Experience developing and preparing bid/proposal budgets.

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

• Excellent interpersonal, customer service, oral/written communication skills.
• Experience using personal computers and basic software packages including advanced features of word processing, spreadsheet/database, using Microsoft Office (Word, Excel, Access) and Adobe Acrobat software.
• Strong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines.
• Demonstrated ability to work with accuracy, precision, attention to detail.
• Demonstrated ability to work effectively 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 commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

• Demonstrated understanding of contract language and/or knowledge of business law.
• Familiarity with electronic research administration systems.
• Familiarity with federal guidelines in regards to grant and contract administration.
• Experience with LEAN, Six Sigma, or other quality improvement processes.

Work Environment and/or Physical Demands

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

1.00

FLSA Status

Exempt

Appointment Term

Shift

Pay Rate/Salary

Negotiable, Based on Experience

Title of Position Supervisor

Director

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

Additional Information