Senior Office Assistant

Job Description 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.

Essential Duties & Responsibilities (other duties may be assigned)

• 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
  
  

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)

• 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 (minimum requirements)

• 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.
  
  

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

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

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

Dependent on Funding

Special Instructions to Applicants (if applicable)

• UAW Posting 03/28/2024 - 04/03/2024 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