Office Assistant - Houghton, United States - Michigan Technological University

Michigan Technological University Houghton, United States

1 week ago

Description

Provide professional clerical and administrative support to the Department of Cognitive and Learning Sciences faculty, staff, and students. This position is the first point of contact for all students, faculty, staff, internal/external visitors, and alumni. Excellent interpersonal and communication skills are essential in providing

excellent customer service.

Essential Duties & Responsibilities (other duties may be assigned)

Answer routine correspondence and draft responses to non-routine correspondence.
Handle campus mail pick up and distribution. Send out UPS and FedEx packages.
Maintain and monitor departmental social media accounts and websites. Create and publish publicity materials utilizing a variety of software applications including social media.

a. CMS for the CLS websites

b. Facebook, Instagram, and other Social Media updates for CLS

c. Flickr photo updates for CLS

d. Posters and flyers

e. Linkedln

f. FlashIssue for the Department Newsletter

Maintain departmental bulletin boards and display cases.
Maintain department files, calendars, and email lists. Take meeting minutes, as needed.
Exercise functional supervision over work-study students.
Ensure regular updates with personnel changes including updating signage, ordering business cards, and assisting with onboarding/offboarding employees.
Independently purchase and maintain inventory of office supplies. Ensure copiers and printers are working and that necessary supplies are stocked.
Track department equipment, including checking in/out CPR equipment.
Arrange rooms, equipment, and misc. services; schedule appointments; process key requests and building access.
Coordinate prospective student tours scheduled through Admissions.
Collaborate with IT and Facilities for office/building needs and improvements.
Coordinate the distribution and collection of academic materials such as book orders, class rosters, evaluations, and syllabi.
Assist with course scheduling and process course enrollment waivers.
Use Banner to update students' schedules and acquire transcripts for advisors.
Access and maintain confidential student information utilizing Banner and Discoverer reports and provide data, as requested.
Assist department coordinator with check requests, meals and banquet forms, travel vouchers/Concur reimbursements, purchase requisitions, department procurement cards and reallocation process.
Assist with processing bi-weekly payroll, employment forms, and EPAFs for hiring employees.
Provide clerical support and assistance to faculty, staff, and students on policies and procedures.
Plan and assist with departmental activities (department teas/coffee chats, meetings, food orders, student/faculty activities, preview day, etc.)
Apply safety-related knowledge, skills, and practices to everyday work.
Commit to learning about issues of diversity, equity, inclusion, and sense of belonging (DEIS) and applying them to everyday work. Assist with department-level DEIS initiatives.
Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in university continuous improvement initiatives.
Perform other duties as assigned.

Required Education, Certifications, Licensures (minimum requirements)

High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired

Required Experience (minimum requirements)

Two years of experience in an administrative clerical support position.
Two years of experience using personal computers and basic software packages.

Desirable Education and/or Experience

Experience using BANNER, Webfocus, and Perceptive Content databases, Concur, and Google software.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

Excellent interpersonal, customer services, and oral/written communication skills.
Demonstrated knowledge of proper grammar, spelling, and punctuation.
Demonstrated ability to work with accuracy and attention to detail.
Demonstrated ability to organize and prioritize work assignments independently and take initiatives to solve problems.
Demonstrated ability to work effectively under conditions with frequent interruptions and meet established deadlines.
Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints.

Language, Mathematics and/or Reasoning Skills

Work Environment and/or Physical Demands

Physical Demands:

The employee may regularly be required to lift up to 30 pounds.
The noise level in the work environment is usually low to moderate.
While performing the duties of this job, the employee is frequently required to stand, walk and reach with hands and arms.
The employee is regularly required to sit, talk or hear, and use hands.
Specific vision abilities required by this job include close vision and the ability to adjust focus.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training:

Employee Safety Overview
Anti-Harassment, Discrimination, Retaliation Training
Annual Data Security Training
Annual Title IX Training

Background Check:

Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Other Conditions of Employment:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment.

Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities

Full-Time Equivalent (FTE) % (1=100%)

1.0

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($15.45/hr.)

Title of Position Supervisor

Department Coordinator

Posting Type

Internal & External

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 03/28/ /03/2024

External applications will only be considered after all internal applications.

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