Senior Office Assistant

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 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 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

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, emails, mail, and other correspondence as necessary.
3. Type, proofread, and correct routine Army and university correspondence, including, but not limited to, letters, reports, exams, lesson plans, memoranda, recommendations, and personnel evaluations.
4. Research and answer inquiries from departmental faculty and staff regarding university policies and procedures.
5. Maintain Department calendar; schedule appointments for Department Chair and make room reservations.
6. Maintain departmental website and updates.
7. Maintain departmental filing system, and purge as necessary, maintain historical records.
8. Assist departmental staff with data entry in the Cadet Command Information Management Module (CCIMM) system.
9. Assist departmental staff with building Army personnel action and training packets for Cadets.
10. Assist departmental staff with pulling student transcripts each semester, verifying GPAs, completed credits, and updating student 104-R (degree pathway plan).
11. Assist new Army personnel with on-boarding at the University.
12. 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.
13. Assist Military Staff with departmental events such as Military Ball, and any other special events.
14. Assist the Recruiting Officer with correspondence, mailings, and recruiting materials.
15. Assist Military cadets with receivables and collection procedures.
16. Serve as senior advisor for Military cadet student organizations.
17. Process check requests, reallocations, EPAFs, purchase requisitions, inter-account bills, invoices, cash deposits, banquet and entertainment forms.
18. Appropriate alumni donations for building updates and cadet scholarships, coordinating with other University departments and donors.
19. 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.
20. Access and extract information and reports such as Banner, Web Focus, and other university platforms.
21. Purchase and maintain inventory of office supplies, supplies for the reception area, ensuring copiers and printers are maintained. Order other necessary supplies.
22. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
23. Apply safety-related knowledge, skills, and practices to everyday work.
24. Conduct direct coordination with Air Force R