Office Assistant Job Calumet Michigan USA,Administrative/Clerical

Location: Calumet

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 the proper handling, maintenance, and protection of confidential information, personnel records, and facility documentation in accordance with University, contractual, and applicable regulatory requirements. The incumbent serves as the primary point of contact for visitors and incoming communications, upholding restricted access protocols and delivering exemplary customer service.

Responsibilities

Provide administrative support for facility procedures, including:

Maintain records in accordance with applicable requirements
Maintain confidential documentation and records for faculty and staff as well as personnel folders and logs
Maintain personnel applications and travel requests
Assist personnel with purchase/requisition orders, set up blanket orders and all follow‑up processes
Monitor secure department information, including its receipt, storage, and transmission
Receive and route packages and prepare for shipping
Report monthly billing according to University and contractual procedures
Administer and secure department petty cash

Provide guidance and assistance to personnel regarding facility procedures

Screen incoming phone calls and emails

Maintain office equipment and office supply inventory as needed

Support facility hiring processes, including filing paperwork, collecting applications, arranging interviews for temporary positions, and preparing employment forms such as EPAFs

Provide administrative support for department payroll

Support departmental functions and meetings, retreats, receptions, etc.

Maintain overall office appearance and display Michigan and federal labor law posters

Open and close the main department office daily at the secure location

Perform other duties as assigned by the supervisor

Commit to continuous improvement strategies and actively engage in University initiatives

Apply safety‑related knowledge, skills, and practices to everyday work

Required Education

High school diploma or an equivalent combination of education and experience that provides comparable knowledge and abilities

Required Experience

1 year office/clerical experience

Desirable

Education and/or Experience

Experience serving in an industrial security environment
Relative experience working in a higher education environment
Experience working with all levels of staff

Required Knowledge and Skills

US citizenship and ability to acquire a US DOD government security clearance
Excellent interpersonal, customer service, and oral/written communication skills
Proficiency with personal computers and basic software packages, including advanced features of Microsoft Office (Word, Excel, Access) and Adobe Acrobat
Strong organizational skills and ability to complete multiple tasks within established deadlines
Attention to detail and accuracy
Ability to work effectively as part of a team
Ability to communicate across cultural boundaries and work harmoniously with diverse groups
Commitment to contribute to a safe work environment
Ability to listen to and understand information presented verbally
Ability to learn and follow safety procedures and take actions to avoid potential hazards
Knowledge of University databases and required access
Knowledge of 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 and Skills

Ability to learn and follow safety procedures and take actions to avoid potential hazards
Knowledge of University databases and required access
Success in working with people from diverse backgrounds and viewpoints

Work Environment and Physical Demands

The work environment is low to moderate in noise level. The employee regularly stands and walks, uses hands for handling and manipulation, reaches with hands and arms, stoops, kneels, or crouches, and occasionally sits, climbs, or balances. The employee may lift or move up to 75 pounds. Vision requirements include close, distance, color, and peripheral vision with 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
Background check required; offers of employment contingent upon completion

Additional Details

Full‑Time Equivalent (FTE): 100 %
FLSA Status:
Non‑Exempt
Appointment Term: 12 months
Pay Rate:
Contractual; external applicants receive a minimum of $16.88 per hour
Supervisor

Title:

Executive Director

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.

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