Department: Geological and Mining Engineering Sciences
Summary
Michigan Technological University seeks a Sr. Office Assistant who can provide professional clerical and administrative support functions for the Geological and Mining Engineering and Sciences Department within the College of Engineering. Provide excellent frontline customer service to faculty, staff, students, and visitors. This position requires the ability to work independently, with accuracy and attention to detail while meeting deadlines in a fast-paced environment. This position is a full time 12 month position.
Responsibilities and Essential Duties
1. Provide timely, courteous, and professional assistance to a diverse group of
internal and external stakeholders by independently responding to inquiries and offering accurate information regarding departmental programs, services, and policies.
2. Serve as the department's Space Coordinator, maintaining accurate space data and ensuring compliance with university-wide internal and external reporting requirements using ASPIRE.
3. Act as the department's Equipment Coordinator, responsible for maintaining an accurate inventory of departmental assets and submitting required reports for internal tracking and external audits via Banner.
4. Manage student hiring processes, including completion of employment
paperwork (I-9s, W-4s, etc.) and submission of Electronic Personnel Action Forms (EPAFs), in compliance with university guidelines.
5. Employ tools such as ASPIRE, BANNER, Banweb, Webfocus, Canvas, Concur, and Digital Measures to access confidential information and generate reports using Excel and other tools.
6. Assist with updating website content through the University's Content
Management System (CMS), ensuring timely and accurate updates that support the department's mission and outreach.
7. Oversee the recruitment, hiring, training, scheduling, and supervision of student coaches, supporting effective peer learning services.
8. Maintain and update departmental email lists to reflect personnel changes and support timely communication.
9. Manage the routine mailings of department acknowledgments and other
correspondence to alumni, donors, and industry contacts.
10. Use Google Forms, Google Sites, Google Drive, and related tools to gather survey data, maintain shared content, and manage internal records efficiently.
11. Maintain and purchase the inventory of supplies for the office, order office
furniture, ensure copiers and printers are working.
12. Manage department calendars for classes and meetings; arrange for
appropriate resources, including audio/visual needs, distribute agendas, and follow up as needed.
13. Coordinate and process routine paperwork, including check requests, travel expense vouchers, purchase requisitions, meal reports, and blanket orders; and maintain required documentation and records.
14. Assist with digital marketing measures using social media platforms,
Facebook, Instagram, X (formerly Twitter).
15. Coordinate special events such as advisory board meetings, alumni socials, orientation, and open houses.
16. Commit to learning about continuous improvement strategies and applying
them to everyday work. Actively engage in the University's continuous
improvement initiatives.
17. Apply safety-related knowledge, skills, and practices to everyday work.
18. Perform other duties as assigned
Required Education, Certifications, Licensures
High school diploma, or an equivalent combination of education and
experience from which comparable knowledge and abilities can be acquired
Required Experience
* One year of experience in clerical or administrative support
* One year basic computing skills
Desirable Education and/or Experience
* Experience using MS Word, Excel, Banner, Google (drive, calendars, form, and sheets)
* Experience using Web Focus
Required Knowledge, Skills, and/or Abilities
* 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.
* 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.
Desirable Knowledge, Skills, and/or Abilities
* The ability to learn new computer-based applications.
Work Environment and/or Physical Demands
WORK ENVIRONMENT: 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.... For full info follow application link.
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.
