Human Resources

Office Assistant 5

Apply now Job No: 21124
Department: Biological Sciences
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: College Of Science & Arts

Sub Department: Biological Sciences 

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

Provide Administrative support to the Department of Biological Sciences. Provide excellent service to a wide variety of customers including staff, faculty, students and the general public.

Essential Duties & Responsibilities (other duties may be assigned)

1. Assist the Department Chair, Director of Graduate Studies and the Department Coordinator.
2. Manage MTU Fund gift giving. Run reports and mail Thank-you letters (Three times a year).
3. In charge of opening and closing the main department office daily.
4. Assists personal with all Purchase Requisitions/orders and blanket orders. Processes the final invoices using Perceptive Content and keeps a record of all transactions.
5. Creates and distributes Seminar Speaker announcements
6. Independently answer routine inquiries and any correspondence.
7. Review and update department contact lists
8. Maintain copy/printer equipment and other office supplies.
9. Maintain department meeting room reservations calendar, assist with room reservations, and take notes as needed.
10. Provide administrative, clerical support for faculty and staff. Take minutes at weekly department meetings and distribute them after approval from the Chair.
11. Receive and route packages (store correctly if temperature sensitive/perishable)
12. Issue keys and building access
13. Help with web maintenance of the Department Webpage
14. Help with Department outreach. Help with correspondence of students, perspective and enrolled. Aid in the outreach through department displays and activities. Maintain aquarium and plants in the office.
15. Supervise work study students.
16. Perform other duties as assigned.

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.
• Proficiency with personal computers and basic software packages including word processing, database and spreadsheet applications, and presentation software.
• Experience using advanced features of word processing applications such as utilizing columns or tables, mail merge, sorting, or creating macros.

Desirable Education and/or Experience

• Associate Degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• 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.

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 

  • 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.

Full-Time Equivalent (FTE) % (1=100%)


FLSA Status


Appointment Term

12 months


1st Shift

Pay Rate/Salary

External Candidates Will Receive the Minimum $12.50

Title of Position Supervisor

Department Chair

Posting Type

Internal & External

Special Instructions to Applicants (if applicable)

UAW Internal & External posting 5/27/21 - 6/3/21. External applications will only be reviewed after internal applications.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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