Human Resources

Office Assistant 6

Apply now Job No: 21223
Department: Chemical Engineering
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

Department: College Of Engineering

Sub Department: Chemical Engineering 

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 and administrative support to the Department of
Chemical Engineering faculty, staff, and students. This position is the first point of contact for all students, faculty, staff, internal/external visitors, and alumni. Excellent interpersonal and communication skills are essential in providing excellent customer service.

Essential Duties & Responsibilities (other duties may be assigned)

• Greet and assist customers in a friendly and courteous manner, receive and direct telephone calls and respond to inquiries for information.
• Answer routine correspondence and draft responses to non-routine correspondence.
• Coordinate the distribution and collection of academic materials such as book orders, class rosters, evaluations, grade sheets and syllabi.
• Prepare and maintain department files.
• Arrange for rooms, equipment, and misc. services; schedule appointments; process key requests and building access.
• Assist with special projects, functions, and events.
• Operate basic office equipment including personal computers, printers, copy machine, and fax machine.
• Coordinate prospective student tours scheduled through Admissions.
• Order and maintain inventory of office supplies.
• Process undergraduate student payroll, employment forms, and Electronic Personnel Action Forms (EPAFs).
• Access confidential student information utilizing Banner and Discoverer reports and provide data as requested.
• Maintain departmental bulletin boards and display cases.
• Provide clerical support and assistance to faculty, staff, and students on policies and procedures.
• Receive, open, and route mail.
• Seminar Series Coordinator
• Newsletter and Social Media Coordinator

• Supervise work-study students
• Utilize suite of Google tools to collect responses to surveys/forms, maintain content on google sites and compile data as needed.
• Assist department coordinator with faculty and chair searches, external advisory board, distinguished academy, awards convocation and other special events.
• Serve as backup for current Administrative Aide including; graduate student tasks, travel, check requests, payroll, transfers, and purchasing.
• Other duties may be 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)

Four years clerical experience working in a multi-individual administrative office environment.
Four years of experience using computers and basic software packages.
Experience organizing and prioritizing the daily operations of an office. Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or importing and exporting files.

Desirable Education and/or Experience

Experience in social media and graphics programs for posters, newsletters and flyers

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

Demonstrated ability to independently organize and prioritize work assignments in a complex work environment.
Excellent interpersonal, customer service, and written/oral communication skills.
Demonstrated ability to work independently and take the initiative to solve problems.
Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
Demonstrated ability to work effectively with frequent and multiple interruptions.
Demonstrated ability to use judgment when dealing with confidential information
Demonstrated ability to interact well with other departments.
Demonstrated flexibility and ability to work under short/changing deadlines.
Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
Demonstrated knowledge of proper grammar, spelling, and punctuation.
Demonstrated ability to learn new computer skills.
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.

Work Environment and/or Physical Demands

The work environment is that of a typical office and/or classroom setting. The noise level in the work environment is usually low to moderate.

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.

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 9/9/2021 - 9/15/2021

External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates above.

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: Eastern Daylight Time
Applications close:

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