Senior Office Assistant

Sub Department: Health Research Institute

 

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

The Health Research Institute (HRI) at Michigan Technological University seeks to nurture, expand, and accelerate current research and outreach activities at Michigan Tech by establishing a nationally visible research hub, promoting on- and off-campus collaborations and upgrading research infrastructures, creating an environment that enhances the probability of securing external funding, and getting directly involved in community health and education issues by partnering with local health providers. With 59 members from 14 departments across campus, we are a thriving, cooperative research community. In addition to research, the Institute sponsors activities to improve community health, a student journal club, graduate fellowship programs, a faculty mentoring program, and several social and networking events throughout the academic year.

The HRI is seeking a Senior Office Assistant to support the HRI Director, Institute Manager, members, and students. Applicants are expected to work independently and as part of a small team. Attention to detail, the ability to manage multiple deadlines and projects, and flexibility are essential for the successful performance of this role.

Responsibilities and Essential Duties

1. Independently organize, prioritize, and manage multiple duties and deadlines.
2. Provide administrative support to HRI Director, Manager, faculty, and students.
3. Provide excellent service to a diverse population of faculty, staff, students, and external visitors to the office.
4. Independently receive and respond to routine inquiries; draft replies to non-routine correspondence.
5. Receive, screen, and route telephone calls.
6. Generate and edit correspondence utilizing word processing, PDF, and spreadsheet software.
7. Assist Manager with HRI programs and meetings, including management of the events calendar, processing funding applications, entering fellowships in Banner, and advertising events/deadlines.
8. Assist Manager with quarterly internal reporting requirements, including pulling data and financial reports from internal databases (Cayuse, Aspire, Webfocus, etc) and other tasks as needed.
9. Assist Director, Manager, and other University employees with space management in the H-STEM Building.
10. Review and enter data for journal entries, budgets, and billings to various accounts utilizing the Banner finance system.
11. Organize and process hiring and payroll documents as needed.
12. Generate various WebFocus/Oracle reports as needed.
13. Assist in updating HRI website and social media feeds.
14. Create electronic sponsored project files; maintain the sponsored project filing system.
15. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
16. Integrate safety practices into daily activities.
17. Occasional travel required.

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 clerical experience working in a multi-individual administrative office environment.
• One year of experience using computers and basic software packages.
• Experience organizing and prioritizing the daily operations of an office.
• Experience using advanced features of word pro