Senior Office Assistant
Apply now (https://secure.dc4.pageuppeople.com/apply/1021/gateway/default.aspx?c=apply&lJobID=494165&lJobSourceTypeID=796&sLanguage=en-us) Job No: 26053
Department: Military Science (Army ROTC)
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Administrative/Business/Professional
Applications Close:
Sub Department: Military Science Army ROTC
Michigan Technological University is an R1 technological research university founded in 1885 in Houghton. Our rural campus is situated just miles from Lake Superior in Michigan's scenic Upper Peninsula and is home to nearly 7,500 students from more than 60 countries around the world. Consistently ranked among the best universities in the country for return on investment, Michigan's flagship technological university offers more than 185 undergraduate (https://www.mtu.edu/admissions/academics/majors/) and graduate (https://www.mtu.edu/gradschool/programs/degrees/) degree programs. Research focus areas include defense, health, energy, automotive, environment, and aerospace.
The area's waters, forests, and snowfall support year-round recreation, including skiing, snowboarding, hiking, biking, and paddling. The University is an integral part of the region, supported by a friendly and welcoming community that takes pride in being a true college town. We embrace our size, climate, sense of adventure, and originality.
Summary
Michigan Technological University is seeking a Senior Office Assistant for our Military Science Army ROTC department. They provide professional clerical and administrative support functions for Army ROTC. Provide excellent customer service to faculty, staff, students and visitors. This position requires the ability to work independently, with accuracy and attention to detail.
Responsibilities and Essential Duties
Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner, independently respond to inquiries and provide information on established programs and services.
Greet customers, receive, screen, route, and/or respond to telephone calls, emails, mail, and other correspondence as necessary.
Type, proofread, and correct routine Army and university correspondence, including, but not limited to, letters, reports, exams, lesson plans, memoranda, recommendations, and personnel evaluations.
Research and answer inquiries from departmental faculty and staff regarding university policies and procedures.
Maintain Department calendar; schedule appointments for Department Chair and make room reservations.
Maintain departmental website and updates.
Maintain departmental filing system, and purge as necessary, maintain historical records.
Assist departmental staff with data entry in the Cadet Command Information Management Module (CCIMM) system.
Assist departmental staff with building Army personnel action and training packets for Cadets.
Assist departmental staff with pulling student transcripts each semester, verifying GPAs, completed credits, and updating student 104-R (degree pathway plan).
Assist new Army personnel with on-boarding at the University.
Facilitates the planning and execution of the Commissioning Ceremony and reception including designing programs, editing script, sending invitations, room reservations, catering, processing certificates and gifts, and responding to inquiries for events.
Assist Military Staff with departmental events such as Military Ball, and any other special events.
Assist the Recruiting Officer with correspondence, mailings, and recruiting materials.
Assist Military cadets with receivables and collection procedures.
Serve as senior advisor for Military cadet student organizations.
Process check requests, reallocations, EPAFs, purchase requisitions, inter-account bills, invoices, cash deposits, banquet and entertainment forms.
Appropriate alumni donations for building updates and cadet scholarships, coordinating with other University departments and donors.
Independently monitor and provide monthly and annual budget reports, as well as year-end budget projections for multiple funds. Utilize Banner software to run various reports for departmental indexes and verify all transactions. Advise Chair on which funds can be used to make which purchases.
Access and extract information and reports such as Banner, Web Focus, and other university platforms.
Purchase and maintain inventory of office supplies, supplies for the reception area, ensuring copiers and printers are maintained. Order other necessary supplies.
Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
Apply safety-related knowledge, skills, and practices to everyday work.
Conduct direct coordination with Air Force ROTC Department to plan and execute joint events.
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 required.
Required Experience
Two-year experience in clerical or administrative support
- Two-year experience using personal computers and basic software packages including word processing and database/spreadsheet software.
Desirable Education and/or Experience
Associate Degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired
Experience using advanced features of word processing applications such as utilizing columns or tables, sorting and mail merges
Experience working in higher education
Experience using Google Suite
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 judgement when dealing with confidential information
Demonstrated ability to work with accuracy and attention to details
Demonstrated ability to work with deadlines
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.
Desirable Knowledge, Skills, and/or Abilities
The ability to learn new computer-based applications
- Demonstrated success in, or potential future contributions to, working with persons with a wide variety of backgrounds and viewpoints.
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.
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
Additional training will be required by the department on a periodic basis.
Background Check:
Offers of employment are contingent
