Senior Office Assistant

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 and graduate 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 College of Engineering department. This front-line position will provide excellent customer service to faculty, staff, students, and visitors. This position will provide professional clerical, and administrative support functions and requires the ability to work with accuracy and attention to detail while meeting deadlines in a fast-paced environment.

Responsibilities and Essential Duties

1. 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
2. Greet customers, receive, screen, route and/or respond to telephone calls, engineering emails, and other correspondence.
3. Handle daily campus mail pick up and distribution. Send out UPS and FedEx packages
4. Order and maintain office supplies
5. Reallocate purchasing card and process reimbursements
6. Assist with special projects, events, and department functions
7. Process check requests, reallocations, purchase requisitions, invoices, cash deposits, banquet, and entertainment forms
8. Maintain email lists; ensure regular updates with personnel changes
9. Assist in creating publications as needed
10. Utilize Microsoft Office Suite and Google Suite
11. Coordinate and process mailings
12. Process student Electronic Personnel Action Forms as needed
13. Access reports such as Banner, Webfocus, Aspire, and Digital Measures
14. Serve as equipment coordinator; maintain equipment inventory utilizing ASPIRE
15. Manage department calendars for classes and meetings; arrange for appropriate resources, including audio/visual needs, distribute agendas, and follow up as needed.
16. Other duties as assigned
17. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
18. Apply safety-related knowledge, skills, and practices to everyday work.

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 office/clerical experience
• One year of customer service experience
• One year of experience using personal computers and basic software packages, such as Microsoft Office Suite and Google Suite

Desirable Education and/or Experience

• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, and mail merges
• Experience using advanced features of spreadsheet/database software
• 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 effectively with frequent and multiple interruptions
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to adapt to