Senior Office Assistant

Department: Facilities Management

Summary

Michigan Technological University seeks a Senior Office Assistant who will support Facilities Management and perform a wide range of support related tasks that contribute to the overall smooth operations of diverse functions while remaining flexible, proactive, resourceful, and professional. This department positively represents the University by providing outstanding customer service when responding to the needs of campus clients and external contacts.

Responsibilities and Essential Duties

1. Greet and assist customers in a friendly, courteous manner, respond to routine questions and provide information on departmental procedures and services.
2. Provide administrative support for daily functions including answering phones and directing non-routine questions; receive and route mail; manage email accounts and request tracking system; compose routine correspondence; draft replies to non-routine inquiries; record minutes for departmental meetings.
3. Provide administrative support in the coordination and development of special projects including websites, social media pages, posters/displays, marketing, and training materials.
4. Provide updates to department webpages.
5. Update and maintain staff master list and process uniform orders. Coordinate annual uniform order.
6. Assign and monitor student office assistant tasks.
7. Web Time Entry approver and proxy.
8. Process payroll information including new employee paperwork, manual timesheets, and creating Electronic Personnel Action Forms (EPAF's) for all new hires, separations, wage increases, etc.
9. Update Maintenance Direct and PM Direct as necessary with new wage rates, creation of open extended work orders, preventative maintenance work orders, new employees, etc.
10. Provide information and run reports from a variety of sources including maintenance management systems and accounting software.
11. Data entry of labor hours and material/inventory into work orders.
12. Process invoices, budget transfers, check requests, purchase requisitions, and reimbursements.
13. Enter student damage fees into Banner.
14. Maintain inventory for department supplies.
15. Post and distribute public bid packages to outside vendors for various University projects.
16. Assign, track, and report on safety training.
17. Notify appropriate departments of emergency shutdown notices by email.
18. Back-up for purchasing, ordering and/or receiving parts and supplies and freight delivery.
19. Commit to learning about continuous improvement strategies and applying them to everyday work.
20. Apply safety-related knowledge, skills, and practices to everyday work.
21. Update/Add AFSCME and student labor hours to Maintenance Direct work orders.
22. Assist Central Receiving staff with receiving packages & freight and setting up delivery work order tickets.

 

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 experience in clerical or administrative support.
• One year experience using personal computers and basic software packages such as Microsoft Office Suite and Google Suite.
• One year experience in a customer service setting.
• Experience using advanced features of Microsoft Office Suite for word processing, spreadsheets, and presentations.
• Experience managing PDF files and integrating them into other formats.
• Experience with accounting and payroll procedures and processes.

Desirable Education and/or Experience

• Bachelor's degree, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Experience using Microsoft™ Publisher, Adobe™ Creative Suite, Content Management System (CMS), Perceptive Content™, and Banner software.
• Familiarity with maintenance management software, TeamDynamix™ or similar electronic work request ticketing systems.
• Experience working in higher education facilities management.

Required Knowledge, Skills, and/or Abilities

• Demonstrated ability to interact and communicate effectively with a diverse variety of faculty, staff and students with courtesy and professionalism.
• Excellent interpersonal, customer service and oral/written communication skills.
• Demonstrated ability to work effectively under conditions with frequent interruptions and meet established deadlines.