Senior Office Assistant

Department: Health Research Institute

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 

• • Independently organize, prioritize, and manage multiple duties and deadlines.
  • Provide administrative support to HRI Director, Manager, faculty, and students.
  • Provide excellent service to a diverse population of faculty, staff, students, and external visitors to the office.
  • Independently receive and respond to routine inquiries; draft replies to non-routine correspondence.
  • Receive, screen, and route telephone calls.
  • Generate and edit correspondence utilizing word processing, PDF, and spreadsheet software.
  • Assist Manager with HRI programs, including management of the events calendar, processing funding applications, entering fellowships in Banner, and advertising events/deadlines.
  • Assist Manager with quarterly internal reporting requirements, including pulling data and financial reports from internal databases (Cayuse, Aspire, Webfocus, Banner, etc) and other tasks as needed.
  • Assist Director, Manager, and other University employees with space management in the H-STEM Building.
  • Review and enter data for journal entries, budgets, and billings to various accounts utilizing the Banner finance system.
  • Organize and process hiring and payroll documents as needed.
  • Assist in updating HRI website and social media feeds.
  • Create electronic sponsored project files; maintain the sponsored project filing system.
  • Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
  • Apply safety-related knowledge, skills, and practices to everyday work
  
  
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives. **
• Insert Safety Language. ***

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

• • Three years of clerical experience working in a multi-individual administrative office environment.
  • Three years of experience using computers and basic software packages.
  • Experience organizing and prioritizing the daily operations of an office.
  • Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge, or importing and exporting files.
  

Desirable Education and/or Experience

• • Experience with Banner, Adobe Acrobat, and Google Office Suite.
  • Experience with general bookkeeping procedures.
  • Experience with website building/updating.
  • Experience working with diverse groups of individuals from multiple cultures, countries, and backgrounds.
  

Required Knowledge, Skills, and/or Abilities

• • Excellent interpersonal, customer service, and written/oral communication skills.
  • A willingness to learn and follow instructions.
  • A record of excellent time management while working effectively and efficiently with frequent and multiple interruptions.
  • Demonstrated knowledge of proper grammar, spelling, and punctuation.
  • An ability to pivot from one task to anothe