Sr. Office Assistant

Michigan Technological University

United States, Michigan, Houghton

1400 Townsend Drive (Show on map)

Jul 18, 2025

Department: Geological and Mining Engineering Sciences

Summary	Michigan Technological University seeks a Sr. Office Assistant who can provide professional clerical and administrative support functions for the Geological and Mining Engineering and Sciences Department within the College of Engineering. Provide excellent frontline customer service to faculty, staff, students, and visitors. This position requires the ability to work independently, with accuracy and attention to detail while meeting deadlines in a fast-paced environment. This position is a full time 12 month position.
Responsibilities and Essential Duties	1. Provide timely, courteous, and professional assistance to a diverse group of internal and external stakeholders by independently responding to inquiries and offering accurate information regarding departmental programs, services, and policies. 2. Serve as the department's Space Coordinator, maintaining accurate space data and ensuring compliance with university-wide internal and external reporting requirements using ASPIRE. 3. Act as the department's Equipment Coordinator, responsible for maintaining an accurate inventory of departmental assets and submitting required reports for internal tracking and external audits via Banner. 4. Manage student hiring processes, including completion of employment paperwork (I-9s, W-4s, etc.) and submission of Electronic Personnel Action Forms (EPAFs), in compliance with university guidelines. 5. Employ tools such as ASPIRE, BANNER, Banweb, Webfocus, Canvas, Concur, and Digital Measures to access confidential information and generate reports using Excel and other tools. 6. Assist with updating website content through the University's Content Management System (CMS), ensuring timely and accurate updates that support the department's mission and outreach. 7. Oversee the recruitment, hiring, training, scheduling, and supervision of student coaches, supporting effective peer learning services. 8. Maintain and update departmental email lists to reflect personnel changes and support timely communication. 9. Manage the routine mailings of department acknowledgments and other correspondence to alumni, donors, and industry contacts. 10. Use Google Forms, Google Sites, Google Drive, and related tools to gather survey data, maintain shared content, and manage internal records efficiently. 11. Maintain and purchase the inventory of supplies for the office, order office furniture, ensure copiers and printers are working. 12. Manage department calendars for classes and meetings; arrange for appropriate resources, including audio/visual needs, distribute agendas, and follow up as needed. 13. Coordinate and process routine paperwork, including check requests, travel expense vouchers, purchase requisitions, meal reports, and blanket orders; and maintain required documentation and records. 14. Assist with digital marketing measures using social media platforms, Facebook, Instagram, X (formerly Twitter). 15. Coordinate special events such as advisory board meetings, alumni socials, orientation, and open houses. 16. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in the University's continuous improvement initiatives. 17. Apply safety-related knowledge, skills, and practices to everyday work. 18. 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	* One year of experience in clerical or administrative support * One year basic computing skills
Desirable Education and/or Experience	* Experience using MS Word, Excel, Banner, Google (drive, calendars, form, and sheets) * Experience using Web Focus
Required Knowledge, Skills, and/or Abilities	* 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 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.
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. * 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 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 be required to lift up to 25 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.
Full-Time Equivalent (FTE) % (1=100%)	1.0
FLSA Status	Non-Exempt
Appointment Term	12 months
Shift	1st Shift
Pay Rate/Salary	Contractual. External applicants will receive the minimum $17.24 amount of the level.
Title of Position Supervisor	Department Coordinator
Posting Type	Internal & External
Dependent on Funding	No
Special Instructions to Applicants (if applicable)	UAW Posting 7/18/2025 - 7/24/2025 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 hr-help@mtu.edu.