Department: Senior Office Assistant
Summary
The Health Research Institute (HRI) at Michigan Technological University seeks to nurture, expand, and accelerate current research and outreach activities at Michigan Tech by establishing a nationally visible research hub, promoting on- and off-campus collaborations and upgrading research infrastructures, creating an environment that enhances the probability of securing external funding, and getting directly involved in community health and education issues by partnering with local health providers. With 59 members from 14 departments across campus, we are a thriving, cooperative research community. In addition to research, the Institute sponsors activities to improve community health, a student journal club, graduate fellowship programs, a faculty mentoring program, and several social and networking events throughout the academic year.
The HRI is seeking a Senior Office Assistant to support the HRI Director, Institute Manager, members, and students. Applicants are expected to work independently and as part of a small team. Attention to detail, the ability to manage multiple deadlines and projects, and flexibility are essential for the successful performance of this role.
Responsibilities and Essential Duties
1. Independently organize, prioritize, and manage multiple duties and deadlines.
2. Provide administrative support to HRI Director, Manager, faculty, and students.
3. Provide excellent service to a diverse population of faculty, staff, students, and external visitors to the office.
4. Independently receive and respond to routine inquiries; draft replies to non-routine correspondence.
5. Receive, screen, and route telephone calls.
6. Generate and edit correspondence utilizing word processing, PDF, and spreadsheet software.
7. Assist Manager with HRI programs and meetings, including management of the events calendar, processing funding applications, entering fellowships in Banner, and advertising events/deadlines.
8. Assist Manager with quarterly internal reporting requirements, including pulling data and financial reports from internal databases (Cayuse, Aspire, Webfocus, etc) and other tasks as needed.
9. Assist Director, Manager, and other University employees with space management in the H-STEM Building.
10. Review and enter data for journal entries, budgets, and billings to various accounts utilizing the Banner finance system.
11. Organize and process hiring and payroll documents as needed.
12. Generate various WebFocus/Oracle reports as needed.
13. Assist in updating HRI website and social media feeds.
14. Create electronic sponsored project files; maintain the sponsored project filing system.
15. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
16. Integrate safety practices into daily activities.
17. Occasional travel required.
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 clerical experience working in a multi-individual administrative office environment.
* One year 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 with Banner, Adobe Acrobat, and Google Office Suite.
* Experience with general bookkeeping procedures.
* Experience with website building/updating.
* Experience working with diverse groups of individuals from multiple cultures, countries, and backgrounds.
Required Knowledge, Skills, and/or Abilities
* Excellent interpersonal, customer service, and written/oral communication skills.
* A willingness to learn and follow instructions.
* A record of excellent time management while working effectively and efficiently with frequent and multiple interruptions.
* Demonstrated knowledge of proper grammar, spelling, and punctuation.
* An ability to pivot from one task to another and to manage unexpected or last-minute deadlines and projects.
* Ability to be an integral part of a small team while also effectively engaging with a large, diverse group of individuals.
* Demonstrated commitment to contribute to a safe work environment.
Desirable Knowledge, Skills, and/or Abilities
* Working knowledge of university policies and procedures.
* Demonstrated language, mathematics and reasoning abilities.
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. Occasional travel may be required.
* The noise level in the work environment is usually low to moderate.
* Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
* Required Training and Other Conditions of Employment
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
Annual Title IX... 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.
