Sr Office Asstant

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 gramma