Senior Office Assistant - Houghton, United States - Michigan Technological University

Michigan Technological University Houghton, United States

1 week ago

Description

The Administrative Aide 7 will coordinate and manage operations for University Marketing and Communications (UMC). This position will manage department paperwork, communications, and scheduling for UMC. The position will also assist the department with print and mail service operations.

Essential Duties & Responsibilities (other duties may be assigned)

UMC Duties and Responsibilities

Manage departmental communication received by email and phone.

o Route and/or assist with emails concerning a wide variety of issues

o Answer phones and use good judgment regarding to whom and when to forward calls, respond to voicemail.

Maintain a general knowledge and understanding of UMC services and assist customers with general questions regarding services provided by UMC.
Pay and track vendor expenses for numerous department indexes and maintain a functional eye on the overall budget.
Process purchasing card reallocations for department staff in Concur.
Complete and submit purchase requisitions.
Prepare check requests for payments.
Process reallocation of expenditures.
In coordination with Manager of Print and Mail Services, prepare monthly billing summary for UMC charges to clients (outside vendor charges, design/accessibility fees)
Act as payroll proxy for supervisors; approve payroll for AVP direct reports.
Prepare, process, and monitor EPAF reporting for staff and students. Coordinate student onboarding, including requesting keys and assigning student computers and IT access.
Assist with the student hiring process, including posting positions on Handshake, evaluating resumes, and assisting with interviews.
Serve as department space and equipment coordinator.
Order department supplies, manage department Amazon and Staples accounts.
Assist with procedures and preparation for on- and off-boarding staff.
Manage conference room schedule.
Assist AVP and Directors with appointments, scheduling, and other duties as assigned.

PRINT AND MAIL SERVICES Duties and Responsibilities

Manage the client-facing side of the Digital Storefront for

Print Services:
assist with account/customer set up, respond to customer questions, run monthly reports, and assist with billing.

Manage all aspects of the online store for stock items including maintaining inventory, ordering, and fulfilling orders.
Assist Print Services in reallocating purchases, complete annual contract purchase requisitions, coordinate ordering of external print materials, and manage payments and billing for external printing charges.
Assist Print Services in managing vendor payments through Perceptive Content and process paper invoices.
Assist Mail Services staff with coordination of bulk mailings involving Print Services and UMC, assist customers with mail processing work order and mailing lists.
Assist when needed in Mail Services to help customers with mail pickup and outgoing packages.

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.

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 required.

Required Experience (minimum requirements)

Three years experience in clerical/administrative support and/or customer service.
Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, and mail merges
Experience using advanced features of spreadsheet/database software

Desirable Education and/or Experience

Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, and mail merges
Experience using MS Word, Excel, Google (drive, calendars, form, and sheets)

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

Excellent interpersonal, customer service and oral/written communication skills.
Demonstrated ability to independently organize and prioritize in a fast-paced environment.
Demonstrated ability to use judgment when dealing with confidential information.
Demonstrated ability to apply critical thinking and problem solving skills in daily work, especially those related to budgetary and fiscal responsibilities.
Demonstrated ability to meet deadlines.
Demonstrated ability to work with accuracy and attention to details.
Demonstrated ability to work independently and take the initiative to solve problems.
Demonstrated ability to work effectively with frequent and multiple interruptions.
Demonstrated knowledge of proper grammar, spelling, and punctuation.
Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
Demonstrated ability to adapt to change.
Demonstrated ability to communicate effectively and work harmoniously with diverse groups of students, faculty and staff.
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

The ability to learn new computer-based applications
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.

Work Environment and/or Physical Demands

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee is frequently required to reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel and object.
Specific vision abilities required by this job include close, distance, color and peripheral vision; and the ability to adjust focus. The employee may regularly be required to lift up to 50 pounds.
The noise level in the work environment is usually low to moderate.

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 ($16.25/hr).

Title of Position Supervisor

Associate Vice President of University Marketing and Communication

Posting Type

Internal & External

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

UAW Posting 03/12/ /18/2024

External applications will only be considered after all internal applications.

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