Office Assistant Job Houghton Michigan USA,Administrative/Clerical

Location: Houghton

Summary

Michigan Technological University is seeking an Office Assistant for our Keweenaw Research Center department. They will provide 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. Serve 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 of facility procedures that:

a) Maintain records in accordance with applicable requirements
b) Maintain confidential documentation and records for faculty and staff as well as personnel folders and logs
c) Maintain personnel applications, travel requests
d) Assist personnel with all Purchase/Requisition orders, set up blanket orders and all follow up processes
e) Monitor secure department information, including its receipt, storage, and transmission
f) Receive and route packages as well as prepare and receive shipping
g) Report monthly billing according to University and contractual procedures
h) Serve as the primary point of contact for visitors and uphold restricted access requirements while displaying 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 to include but not limited to;

a) Support employees in filing appropriate paperwork
b) Collecting applications, and arranging interviews for Temporary Positions
c) Employment forms, EPAF creation and support

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 & 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 learning about continuous improvement strategies and applying them to everyday work. Actively engage 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.
Relative experience working in a higher education environment.
Experience working with all levels of staff

Required Knowledge, Skills, and/or Abilities

US citizenship and able to acquire a US DOD government security clearance
Excellent interpersonal, customer service, oral/written communication skills.
Experience using personal computers and basic software packages including advanced features of word processing, spreadsheet/database, using Microsoft Office (Word, Excel, Access) and Adobe Acrobat software.
Strong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines.
Demonstrated ability to work with accuracy, precision, attention to detail.
Demonstrated ability to work effectively as part of a team.
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.
Ability to listen to and understand information and ideas presented through spoken words and sentences.
Ability to learn and follow safety procedures and take actions to avoid potential hazards
Maintain robust knowledge of University databases and required access
Demonstrated knowledge and experience working with policies and procedures regarding sensitive information
Demonstrated document review experience

Demonstrated administration experience and interaction with personnel
Demonstrated experience with maintaining records in accordance with applicable requirements.
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

Ability to learn and follow safety procedures and take actions to avoid potential hazards.
Maintain robust knowledge of University databases and required access.
Demonstrated success in, or potential future contributions to, working with persons with a wide variety of backgrounds and viewpoints.

Work…