"Alerted.org

Sr. Office Assistant - 30 hrs/week

Department: Assoc Provost for U-grad Education

Work Type: Union

Full Time / Part Time: Part Time

Categories: Administrative/Business/Professional

Department: Associate Provost for Undergraduate Education

Summary

The Office of the Associate Provost for Undergraduate Education (APUE) is seeking an Office Assistant to provide outstanding customer service and administrative support, ensuring the smooth operation of our department. Representing various units, including the Pavlis Honors College, the Enterprise Program, and Essential Education, this position will serve as a positive representative for these areas. The Office Assistant will deliver professional administrative support to the faculty, staff, and students within the APUE area. As the first point of contact for all students, faculty, staff, and visitors, exceptional interpersonal and communication skills are essential. This role is critical in fostering a welcoming and efficient environment within the Office of the Associate Provost for Undergraduate Education.

Responsibilities and Essential Duties

1. Provide exceptional customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.

2. Demonstrate good judgment and discretion when handling confidential information and resolving non-routine issues. Facilitate contact with appropriate personnel when required.

3. Provide administrative support for departmental functions, including answering phones and emails and directing all questions; receive and route mail; compose routine correspondence.

4. Assist staff with project coordination tasks and event planning/support, including catering orders, room reservations, etc.

5. Assist faculty and staff with administrative tasks as needed.

6. Maintain calendars for conference rooms, and reserve rooms upon request.

7. Maintain department files, calendars, and email lists.

8. Assist with travel arrangements for professional staff/faculty members, guests, and student teams.

9. Provide support organizing staff and other meetings as needed; take meeting minutes when requested.

10. Manage credit card transactions and upload invoices for unit staff/faculty members.

11. Assist instructors with ordering/gathering/printing course materials and grade submissions.

12. Assist with honors program management tasks such as creating and organizing new student files, updating current student files, student coding in Banweb, updating listservs, running reports, etc.

13. Assist with EPAFS

14. Coordinate prospective student tours scheduled through Admissions.

15. Conduct inventory and maintain stock of office and kitchen supplies.

16. Assist with ordering marketing supplies, marketing distribution, and maintaining departmental bulletin boards and display cases.

17. Arrange rooms, equipment, and misc. services; process key requests and building access.

18. Collaborate with IT and Facilities for office/building needs and improvements.

19. Commit to learning continuous improvement strategies and applying them to everyday work. Actively engage in college and university continuous improvement initiatives.

20. Apply safety-related knowledge, skills, and practices to everyday work.

21. Perform other duties as assigned.

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

• 1 year of experience in an administrative clerical support position.

• 1 year of experience using personal computers and basic software packages such as Microsoft Office Suite and Google Suite.

• 1 year experience in a customer service setting.

• Experience using advanced features of spreadsheet/database applications such as formulas, sorting, linking and importing and exporting files.

Desirable Education and/or Experience

• Experience using BANNER, Webfocus, Perceptive Content, and Concur.

• Experience working with and managing budgets.

Required Knowledge, Skills, and/or Abilities

• Excellent interpersonal, customer service, and written/oral communication skills.

• Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.

• Experience using MS Suite and Google Suite.

• Demonstrated ability to use judgment when dealing with confidential information.

• Demonstrated ability to work as a team member and contribute to the overall smooth operation of a customer-service environment.

• Demonstrated ability to learn new computer applications.

• Demonstrated ability to work effectively under conditions of frequent and multiple interruptions.

• Demonstrated ability to operate office equipment.

• Demonstrated ability to communicate and work effectively with diverse groups of students, faculty, and staff.

Desirable Knowledge, Skills, and/or Abilities

• Familiarity with Michigan Tech policies, procedures, and personnel.

• 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

WORK ENVIRONMENT: 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.

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, the results received, and assessed.

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

.75 (30 hours per week)

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($16.74/hr).

Title of Position Supervisor

Director of Administration, Associate Provost for UG Education

Posting Type

Internal & External Posting

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

UAW Posting 5/15/2025 - 5/21/2025

External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Conditions of Employment:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

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.

If you require any auxiliary aids, services, or accommodations during Michigan Tech’s hiring process please notify the Human Resources office at 906-487-2280 or [email protected].

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: 14 May 2025 Eastern Daylight Time

Applications close: