Office Assistant

Summary Michigan Technological University is seeking an Office Assistant for our Keweenaw Research Center department. The role provides day‑to‑day administrative support for a secure facility environment, ensuring proper handling, maintenance, and protection of confidential information, personnel records, and facility documentation in accordance with University, contractual, and applicable regulatory requirements. The Office Assistant serves as the primary point of contact for visitors and incoming communications, upholding restricted access protocols and delivering exemplary customer service. Responsibilities and Essential Duties 1) Provide administrative support for facility procedures a) Maintain records in accordance with applicable requirements b) Maintain confidential documentation and records for faculty and staff, including personnel folders and logs c) Maintain personnel applications and travel requests d) Assist personnel with all purchase/requisition orders, set up blanket orders and follow‑up processes e) Monitor secure department information, including receipt, storage, and transmission f) Receive and route packages and prepare shipping g) Report monthly billing according to University and contractual procedures h) Serve as the primary point of contact for visitors, uphold restricted access requirements, and display exemplary customer service i) Administer and secure department petty cash 2) Provide guidance and assistance to personnel regarding facility procedures 3) Provide support to receive and screen incoming phone calls and emails 4) Maintain office equipment and office supply inventory as needed 5) As assigned, support facility hiring processes, including filing paperwork, collecting applications, arranging interviews, and supporting employment forms and EPAF creation 6) As assigned, provide administrative support for department payroll 7) As assigned, provide administrative support for departmental functions and meetings, retreats, receptions, etc. 8) Maintain overall office appearance and display MI and federal labor law posters 9) Responsible for opening and closing the main department office daily at the secure location 10) Support and perform other duties as assigned by the supervisor 11) Commit to continuous improvement strategies, applying them to everyday work, and engage actively in University continuous improvement initiatives 12) Apply safety‑related knowledge, skills, and practices to everyday work 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 office/clerical experience Desirable Education and/or Experience Experience serving in an industrial security environment Experience working in a higher education environment Experience working with all levels of staff Required Knowledge, Skills, and/ or Abilities U.S. citizenship and ability to acquire a U.S. Department of Defense security clearance Excellent interpersonal, customer service, oral and written communication skills Experience with personal computers and basic software packages, including advanced features of Word, Excel, Access, and Adobe Acrobat Strong organizational skills and ability to complete multiple tasks within established and changing deadlines Accuracy, precision, and attention to detail Ability to work effectively as part of a team Ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups Commitment to contribute to a safe work environment Ability to listen to and understand spoken information Ability to learn and follow safety procedures and take actions to avoid potential hazards Robust knowledge of University databases and required access Knowledge and experience with policies and procedures regarding sensitive information Document review experience Administration experience and interaction with personnel Experience maintaining records in accordance with applicable requirements Desirable Knowledge, Skills, and/ or Abilities Ability to learn and follow safety procedures and take actions to avoid potential hazards Robust knowledge of University databases and required access Success working with persons with a wide variety of backgrounds and viewpoints Work Environment and/ or Physical Demands The work environment is low to moderate noise level. Duties require standing, walking, talking, hearing, using hands for handling or feeling objects, reaching with hands and arms, stooping, kneeling, crouching, and occasionally sitting, climbing or balancing. Occasional lifting or moving of up to 75 pounds is required. Specific vision abilities include close, distance, color, and peripheral vision and the ability to adjust focus. Required Training and Other Conditions of Employment Employee Safety Overview Anti‑Harassment, Discrimination, Retaliation Training Annual Data Security Training Annual Title IX Training Additional training may be required by the department on a periodic basis. Background Check Offers of employment are contingent upon and not considered finalized until a background check has been performed and the results received and assessed. Additional Employment Information

FTE: 1.0 (100%)

FLSA Status: Non‑Exempt Appointment Term: 12 months Pay Rate: Contractual. External applicants will receive the minimum amount of $16.88 per hour Supervisor: Executive Director Posting Type: Internal and External Dependent on Funding: No Equal Opportunity 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. Other Conditions of Employment Successful applicants are responsible for ensuring eligibility to work in the United States (citizen, lawful permanent resident, or foreign national authorized to work without employer sponsorship) on or before the effective date of appointment, and maintaining eligibility throughout the appointment. #J-18808-Ljbffr The Chronicle of Higher Education