Senior Office Assistant

Senior Office Assistant

Job No: 24068RP
Department: Vice Pres for Research
Work Type: Union
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Office/Clerical Support

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 another and to manage unexpected or last-minute deadlines and projects.
  • Ability to be an integral part of a small team while also effectively engaging with a large, diverse group of individuals.
  • Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups.
  • Demonstrated commitment to contribute to a safe work environment.
  
  
• Insert Safety Language. **

Desirable Knowledge, Skills, and/or Abilities

• • Working knowledge of university policies and procedures.
  • Demonstrated language, mathematics and reasoning 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

• 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

Required Departmental 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:

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

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

Manager

Posting Type

Internal & External

Dependent on Funding

True

Special Instructions to Applicants (if applicable)

• UAW Posting 01/08/2025 - 01/14/2025
  External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.
  

Additional Information
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.

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 hr-help@mtu.edu.



Required Education, Certifications, Licensures* (minimum requirements)

Advertised:08 Jan 2025 Eastern Standard Time
Applications close: