Office Assistant

Job No: 26102

Department: Keweenaw Research Center

Work Type: Union

Location: Keweenaw Research Center (Near Houghton County Airport)

Full Time / Part Time: Full Time

Categories: Administrative/Business/Professional

Michigan Technological University seeks an Office Assistant for the Keweenaw Research Center to provide day‑to‑day administrative support for a secure facility environment. The role ensures proper handling, maintenance, and protection of confidential information, personnel records, and facility documentation in compliance with University, contractual, and 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.

• Provide administrative support of facility procedures:
  • Maintain records in accordance with applicable requirements.
  • Maintain confidential documentation and records for faculty and staff, personnel folders, and logs.
  • Maintain personnel applications and travel requests.
  • Assist personnel with all Purchase/Requisition orders; set up blanket orders and follow‑up processes.
  • Monitor secure department information, including receipt, storage, and transmission.
  • Receive and route packages and prepare and receive shipping.
  • Report monthly billing according to University and contractual procedures.
  • Serve as the primary point of contact for visitors, upholding restricted access requirements while displaying exemplary customer service.
  • Administer and secure department petty cash.
• Provide guidance and assistance to personnel regarding facility procedures.
• Support the receiving and screening of incoming phone calls and emails.
• Maintain office equipment and office supply inventory as needed.
• Support facility hiring processes, including:
  • Filing appropriate paperwork for employees.
  • Collecting applications and arranging interviews for temporary positions.
  • Supporting Employment, Personnel, Application Forms (EPAF) creation and support.
• Provide administrative support for department payroll as assigned.
• Provide administrative support for departmental functions and meetings, retreats, receptions, etc., as assigned.
• Maintain overall office appearance and display mandatory MI and federal labor law posters.
• Responsible for opening and closing the main department office daily at the secure location.
• Perform other duties assigned by the supervisor.
• 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.

• High school diploma or an equivalent combination of education and experience.

• 1 year office/clerical experience.

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

• 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 Word, Excel, Access, and Adobe Acrobat.
• Strong organizational skills; ability to execute multiple tasks within established and changing deadlines.
• Attention to detail; accuracy and precision.
• Ability to work effectively as part of a team.
• Ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Commitment to maintaining a safe work environment.
• Strong listening skills and the ability to understand spoken information.
• Knowledge of and experience with policies and procedures regarding sensitive information.
• Document review experience.
• Administrative experience and interaction with personnel.
• Experience maintaining records in accordance with applicable requirements.

• Ability to learn and…