Human Resources

Senior Office Assistant

Apply now Job No: 24196
Department: Dean of Students/VP Stu Affairs
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Administrative/Business/Professional, Office/Clerical Support, Student Affairs

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 humanresources@mtu.edu.

Job Description Summary

The Office Assistant in the Dean of Students Office is responsible for administrative support for the Associate Vice President and Dean of Students. This position is the first point of contact for all students, faculty, staff, internal/external visitors, and alumni who contact or communicate with the Dean of Students Office. Excellent interpersonal and communication skills are essential in providing exceptional customer service. This position will work to ensure that services are consistent with the mission and goals of the Division of Student Affairs and the University.

Essential Duties & Responsibilities (other duties may be assigned)

● Provide excellent customer service to a diverse population, and independently respond to routine and non-routine inquiries.
● Demonstrate professionalism and maintain confidentiality at all times.
● Respond to requests for student excused absences and appropriately
communicate with the student and their instructor(s), ensuring accurate
adherence to the University Attendance Policy.
● Assist with monitoring the Dean of Students email account and respond appropriately during business hours.
● Prepare and distribute Dean’s list, generate letters, post to web page, and investigate discrepancies.
● Provide support to the Commencement Committee and organize the student speaker selection process.
● Receive, screen and route telephone calls, in person visitors, email, and social media inquiries and receive and route mail and assist with any department shipping needs.
● Utilize Banner, Maxient, Civitas, and other software for retrieval of student information and to maintain student records.
● Develop an expansive understanding of University functions in order to direct inquiries to appropriate offices.
● Maintain working knowledge of FERPA laws and use discretion in release of student information
● Assist with processing bi-weekly payroll, employment forms, and EPAFs for hiring employees.
● Assist with webpages and develop forms.
● Monitor office supply inventory and order supplies.
● Make complete travel arrangements, prepare itineraries, and complete the forms necessary for payments, advances, reimbursements, or reallocations for the Dean of Students.
● Access financial information using BANNER, Perceptive Content, and
WebFocus and maintain records, generate reports, and distribute data as
needed, and assist with data entry in BANNER.
● Participate and actively engage in University continuous improvement
initiatives and strategies and apply knowledge to everyday work.
● Commit to learning about issues of diversity, equity, inclusion, and sense of belonging (DEIS) and applying them to everyday work. Assist with department level DEIS initiatives.
● Apply safety-related knowledge, skills, and practices to everyday work.
● Operate basic office equipment including personal computers, printers, copy machine, scanners, and fax machine.

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’ progressive clerical and administrative support experience.
● Three years’ experience using personal computers and basic software packages including word processing and database/spreadsheet applications.
● Three years’ experience providing excellent service in a customer service role.

Desirable Education and/or Experience

● Demonstrated ability to provide outstanding clerical and administrative assistance.
● Demonstrated ability to independently organize and prioritize multiple work assignments.
● Demonstrated ability to explain and convey complex information.
● Demonstrated ability to work with accuracy and excellent attention to detail.
● Demonstrated ability to work effectively with frequent and multiple interruptions.
● Demonstrated knowledge of proper grammar, spelling, and punctuation.
● Demonstrated ability to be flexible and detail-oriented in a changing environment.
● Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
● Experience using intermediate features of word processing applications such as utilizing columns or tables and sorting and mail merges.

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

● Communication skills: Excellent written, oral, and interpersonal
communication skills.
● Self-management skills: ability to manage time effectively, learn and
contribute to overall departmental tasks and goals.
● Project coordination skills: ability to lead or contribute to planning or
organizing projects, programs, services, etc.
● Computer skills: proficiency with word processing and spreadsheet software, preferably Microsoft Office or Google Suite.
● Ability to function effectively and make sound decisions in stressful and crisis situations.
● Ability to handle multiple projects, services, activities, etc. in a timely and professional manner in a fast-paced and results-oriented environment.
● Ability to promote and achieve diversity, equity, and inclusion of multiracial/
ethnic, low-income, LGBTQ+, veteran, non-traditional, online, disability,
first-generation, and others.
● Ability to be flexible, diplomatic, patient, service-driven, and a self-starter.
● Ability to work independently under limited supervision and in teams.
● Ability to make reasoned administrative and procedural decisions and
judgments on sensitive and confidential issues.

Desirable Knowledge, Skills, and/or Abilities

● Student knowledge: knowledge of generational college students and the ability to design generation- and audience-specific programs/events/services.
● Multimedia experience: ability to collaborate on or design brochures, event flyers, and/or newsletters and develop and manage social media accounts.
● Reporting experience: experience with program databases or software programs used to track, monitor, and report services to students.

Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints. 

Language, Mathematics and/or Reasoning Skills

 

Work Environment and/or Physical Demands

● Moving small- to medium-sized boxes of materials in and out office during special events.
● Driving personal or university vehicles or golf cart during special events to transport materials and supplies to events.
● The noise level in the work environment is usually low to moderate.
● Fast-paced.
● Results-oriented.
● Accountability-driven.

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

Required Departmental Training: 

  • Ongoing professional development to be determined.

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:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

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

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

1

FLSA Status

Non-Exempt

Appointment Term

10 months

Shift

 

Pay Rate/Salary

 

Title of Position Supervisor

Assistant Vice President & Dean of Students

Posting Type

Internal & External

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

Please upload the following materials exactly as stated:
(1) a cover letter that addresses required and desired qualifications, knowledge, skills, and abilities
(2) a résumé
(3) contact information for three references


The position will remain open until filled. Screening and interviews may begin immediately. The screening process may also include an assessment of required and desired skills, abilities, and experiences.

Additional Information

Michigan Tech is an internationally renowned doctoral research flagship university located in Houghton, Michigan. Houghton is located in Michigan's scenic Upper Peninsula on the south shore of Lake Superior. The area provides a unique setting where natural beauty, culture, education, and a diversity of residents from around the world come together to share a superb living and learning experience. We embrace our winters and cherish our summers with an unapologetic spirit of resilience and adventure. We attract students and employees who love “the great outdoors” and are comfortable with not having amenities usually associated with large communities.

The Character of the Division

The Division of Student Affairs at Michigan Tech is devoted to student success from enrollment to commencement. We are dynamic and culturally-responsive. We guide, support, and, on occasion, challenge students as they develop, refine, and pursue their academic, career, and personal endeavors. All staff are responsible for creating a safe, welcoming, diverse, inclusive, respectful, and caring environment for students, colleagues, and visitors. We seek skilled and diverse colleagues who are student-focused, self-motivated, and will embrace and respect who we are and what we do. We also seek colleagues committed to moving the Division forward toward prominence and influence on campus, nationally, and within the Student Affairs profession. Titles and responsibilities are subject to change in accordance with university policies and procedures to meet the needs of our students, the university and division, the state of Michigan, employers, and the profession.

Before applying, we encourage interested individuals to spend time learning more about who we are, our values, and what we do: https://www.mtu.edu/student-affairs/.


Required Education, Certifications, Licensures* (minimum requirements)

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