Human Resources

Office Assistant 6

Apply now Job No: 20149
Department: Materials Science and Engineering
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 mtujobs@mtu.edu.

Job Description Summary

Provide professional clerical and administrative support functions for the Department of Materials Science and Engineering. Provide front-line customer service to students, faculty, staff, visitors, vendors, etc. Accountable for administrative functions requiring discretion, confidentiality, and independent judgement.

Essential Duties & Responsibilities (other duties may be assigned)

1. Greet and assist visitors, faculty, staff and students; receive, screen, and route telephone calls. Provide information about departmental programs and various university service
2. Initiate and execute interdepartmental paperwork. Prepare and process check requests, inter-account bills, purchase requisitions, travel reimbursement, process monthly use fees, etc.
3. Process and document monthly procurement card transactions and reconciliations for department and facility staff.
4. Serve as departmental safety administrator. Enroll and administer training to students, faculty and staff using Puresafety and work with the Safety Coordinator. Keep track of training progress.
5. Assist with graduate seminars and defenses: generating fliers, creating social media posts, distributing information electronically to other departments, Tech Today, etc. Scheduling rooms, ordering refreshments. Assist visiting speakers and guests with travel arrangements.
6. Process undergraduate student payroll information including new employee paperwork and creating EPAFs.
7. Compile statistical data and prepare reports utilizing word processing, spreadsheet, and database software.
8. Monitor and maintain paper and electronic departmental filing system.
9. Access and extract information from Banner, Webfocus, Aspire, and Digital Measures, Canvas and Pure Safety.
10. Coordinate purchase, distribution and collection of textbook orders.
11. Receive and distribute mail and shipments; notify receivers of package arrival; prepare tracer slips.
12. Maintain office supply inventory and maintain copier and printer; order supplies
13. Monitor and maintain Google calendars for department seminar and conference rooms. Assist with room reservations.
14. Assist Departmental Coordinator with special projects, events, and department functions. Provide clerical support to Departmental Coordinator on an as
needed basis.

15. Assist in the Establishes and maintain MSE’s social media presence on the MTU website, Facebook page, Twitter, etc.
16. Dispense petty cash and replenish it when necessary.
17. Provide internal committee clerical assistance when needed. Take meeting minutes.
18. Maintain clean, safe and professional work environment in departmental common areas (5th, 6th floor office suites and functional kitchen area).
19. Support safety programming and apply safety- related knowledge, skills, and practices to everyday work.
20. Commit to learning about continuous improvement strategies and applying them to everyday work.
21. Provide administrative support to faculty, staff and students.
22. Serve as a member of the Facilities, Space and Safety committee.
23. Coordinate travel arrangements for visiting speakers and Departmental guests.
24. Assist faculty, staff and students with equipment purchases.
25. Respond to inquiries related to undergraduate and graduate students’ program requirements, policies and procedures.
26. Approve POs in Image Now workflow.
27. Maintain department bulletin boards.
28. Manage departmental email accounts and directories.
29. Provide updates to the Content Management System and REACH digital signage program.
30. Order parking passes for visitors.
31. Fills in for Department Coordinator as needed.
32. Act as custodian for Procurement card purchases.
33. Website maintenance and updates using OU Campus platform.

34. 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)

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

Required Experience (minimum requirements)

Four years clerical experience working in a collaborative professional environment.
Four years of experience using personal computers and basic software packages.
Experience using advanced features of word processing and spreadsheet/database software. Experience using MSWord, Excel, Google forms/calendars.
Experience using social media in a way consistent with its use for program marketing, recruiting, and contacts with alumni.

Desirable Education and/or Experience

Experience running Webfocus and Banner reports
Experience preparing reports and newsletters
Bachelor’s degree, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired
Experience working in higher education

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

Excellent interpersonal, customer service, and oral/written communication skills.
Demonstrated ability to organize and prioritize work assignments in a fast-paced environment.
Demonstrated ability to work effectively with multiple interruptions.
Demonstrated ability to work with accuracy and attention to detail.
Demonstrated ability to work independently and take initiative to solve problems.
Demonstrated knowledge of proper grammar, spelling, and punctuation.
Demonstrated ability to use proper judgement when dealing with confidential information.
Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.

Desirable Knowledge, Skills, and/or Abilities

Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with a diverse population of students, faculty and staff.
Experience working with Banner and Pure Safety system.
Experience working with social media (Facebook, Twitter, etc.)

Language, Mathematics and/or Reasoning Skills

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine correspondence. Ability to effectively present information in one-on-one situations to customers, clients and other employees of the organization. Ability to seek solutions and advance skills through on-line tutorials.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to define problems, collect data, establish facts, and draw valid conclusions.

Work Environment and/or Physical Demands

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform 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 frequently required to stand; walk; stoop, kneel, crouch or crawl; reach with hands and arms; and taste or smell. The employee is frequently required to sit. The employee is regularly required to talk or hear; and use hands to finger, handle or feel an object.
The employee may regularly be required to lift up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing 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 moderate.

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%)

1.0

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

External Candidates Will Receive the Minimum $13.25

Title of Position Supervisor

Department Coordinator

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Posting 9/15/2020 - 9/21/2020

External applications will only be reviewed after internal applications are considered first.


Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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