Office Assistant

Job Description Summary

The Office of the Associate Provost for Undergraduate Education (APUE) is seeking an Office Assistant to provide outstanding customer service and administrative support, ensuring the smooth operation of our department. Representing various units, including the Pavlis Honors College, the Enterprise Program, and Essential Education, this position will serve as a positive representative for these areas. The Office Assistant will deliver professional administrative support to the faculty, staff, and students within the APUE area. As the first point of contact for all students, faculty, staff, and visitors, exceptional interpersonal and communication skills are essential. This role is critical in fostering a welcoming and efficient environment within the Office of the Associate Provost for Undergraduate Education.

Essential Duties & Responsibilities (other duties may be assigned)

• Provide exceptional customer service to all walk-in traffic into the department office, use good judgment and discretion to resolve non-routine issues: and facilitate contact with appropriate personnel when required.
• Provide administrative support for departmental functions, including answering phones and emails and directing all questions; receive and route mail; compose routine correspondence.
• Assist staff with project coordination tasks and event planning/support, including catering orders, room reservations, etc.
• Assist faculty and staff with administrative tasks as needed.
• Maintain calendars for conference rooms, and reserve rooms upon request.
• Maintain department files, calendars, and email lists.
• Assist with travel arrangements for professional staff/faculty members, guests, and student teams.
• Provide support organizing staff and other meetings as needed; take meeting minutes when requested.
• Manage credit card transactions and upload invoices for unit staff/faculty members.
• Assist instructors with ordering/gathering/printing course materials.
• Assist with honors program management tasks such as creating and organizing new student files, updating current student files, student coding in Banweb, updating listservs, running reports, etc.
• Assist with EPAFS
• Coordinate prospective student tours scheduled through Admissions.
• Conduct inventory and maintain stock of office and kitchen supplies.
• Assist with ordering marketing supplies, marketing distribution, and maintaining departmental bulletin boards and display cases.
• Arrange rooms, equipment, and misc. services; process key requests and building access.
• Collaborate with IT and Facilities for office/building needs and improvements.
• Commit to learning continuous improvement strategies and applying them to everyday work. Actively engage in college and university continuous improvement initiatives.
• Apply safety-related knowledge, skills, and practices to everyday work.
• Perform other duties as 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)

• 2 years of experience in an administrative clerical support position.
• 2 years of experience using personal computers and basic software packages.

Desirable Education and/or Experience

• Experience using BANNER, Webfocus, Perceptive Content, and Concur.
• Experience working with and managing budgets.

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

• Excellent interpersonal, customer service, and written/oral communication skills.
• Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
• Experience using MS Suite and Google Suite.
• Demonstrated ability to use judgment when dealing with confidential information.
• Demonstrated ability to work as a team member and contribute to the overall smooth operation of a customer-service environment.
• Demonstrated ability to learn new computer applications.
• Demonstrated ability to work effectively under conditions of frequent and multiple interruptions.
• Demonstrated ability to operate office equipment.
• Demonstrated ability to communicate and work effectively with diverse groups of students, faculty, and staff.
• Apply safety-related knowledge, skills, and practices to everyday work.

Desirable Knowledge, Skills, and/or Abilities

• Familiarity with Michigan Tech policies, procedures, and personnel.
• 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.

Work Environment and/or Physical Demands

• While performing the duties of this job, the employee is frequently required to sit, regularly required to talk and hear, and occasionally required to stand, walk, and reach with hands and arms.
• The employee must occasionally lift or move up to 10 pounds.
• 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:

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

75%

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1'st Shift

Pay Rate/Salary

Contractual. External applicants will receive the minimum amount ($15.91/hr)

Title of Position Supervisor

Assistant Dean, Pavlis Honors College

Posting Type

Special Instructions to Applicants (if applicable)

• UAW Posting 07/10/2024 - 07/16/2024
  External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.