Human Resources

Office Assistant 6

Apply now Job No: 20182
Department: College of 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 College of Engineering.
Provide front line customer service to faculty, staff, students, and visitors. Work hours during the
academic year are 8:00 am - 5:00 pm.

Essential Duties & Responsibilities (other duties may be assigned)

1. Provide excellent customer service, both in-person and electronically, 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. 
2. Greet customers, receive, screen, route and/or respond to telephone calls, engineering
emails, and other correspondence.
3. Handle daily campus mail pick up and distribution. Send out UPS and FedEx packages.
4. Utilize the suite of google tools to collect responses to surveys/forms, maintain content on
google sites, and compile data as needed.
5. Assist with managing calendars and scheduling meetings; arrange for appropriate resources
including audio/visual needs and food service, distribute agendas and follow-up as needed.
6. Maintain electronic and paper travel files for alumni visits, conferences, and other special events. Prepare giveaway items for alumni socials, individual meetings, and other events.
7. Assist with special projects, tracking data and preparing reports.
8. Serve as equipment coordinator; maintain equipment inventory utilizing ASPIRE
9. Assist in creating publications as needed; design, verify, edit, and proofread letters, flyers,
brochures, posters
10. Maintain email lists; ensure regular updates with personnel changes
11. Process check requests, reallocations, purchase requisitions, inter-account bills, invoices, cash deposits, banquet and entertainment forms
12. Coordinate and process mailings; create files to merge
13. Access and extract information and reports such as Banner, Webfocus, Aspire, and Digital
Measures
14. Prepare travel arrangements and process travel reimbursements
15. Reallocate purchasing cards for the College of Engineering office
16. Process Electronic Personnel Action Forms as needed
17. Maintain College of Engineering storage space. Collaborate with IT for office needs and
improvements. Submit facilities work orders for the College of Engineering.
18. Independently purchase, and maintain inventory of office supplies, supplies for reception area, miscellaneous supplies, ordering office furniture and decorations, ensuring copier 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.
19. 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.
20. Maintain current knowledge of University policies and procedures
21. Apply safety-related knowledge, skills, and practices to everyday work.
22. Commit to learning about continuous improvement strategies and applying them to everyday work.
Actively engage in University continuous improvement initiatives.
23. Perform other duties as assigned.
*Apply safety-related knowledge, skills, and practices to everyday work.
*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 required.

Required Experience (minimum requirements)

● Four years experience in customer service
● Proficiency with personal computers and basic software packages including word processing,
spreadsheet/database software
● Experience using advanced features of word processing and spreadsheet/database software

Desirable Education and/or Experience

● Experience using MS Word, Excel, Banner, Google (drive, calendars, form, and sheets)
● Experience using Web Focus
● 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 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.

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 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

Assistant to the Dean

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

  • UAW Internal & External posting 10/13/2020 – 10/19/2020. External applications will only be reviewed after internal applications.

Additional Information

  • The hours of this position, 8:00am-5:00pm will be performed on campus in the Minerals and
    Materials Engineering Building.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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