New

Sr. Office Assistant

Michigan Technological University

United States, Michigan, Houghton

1400 Townsend Drive (Show on map)

Jul 29, 2025

Department: College of Engineering

Summary	The College of Engineering (CoE) seeks a Sr. Office Assistant with shared responsibilities within the Chemical Engineering department and CoE. While the workflow will fluctuate, the successful candidate should anticipate a 50/50 distribution in supporting both operations within this role. The Chemical Engineering Coordinator will provide guidance to this position in addition to the supervision received by the CoE Director of Administration. This front-line position will provide excellent customer service to faculty, staff, students, and visitors. This position will provide professional clerical, and administrative support functions and requires the ability to work with accuracy and attention to detail while meeting deadlines in a fast-paced environment.
Responsibilities and Essential Duties	1. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner, independently respond to inquiries and provide information on established programs and services 2. Greet customers, receive, screen, route and/or respond to telephone calls, engineering emails, and other correspondence. 3. Handle daily campus mail pick up and distribution. Send out UPS and FedEx packages 4. Order and maintain office supplies 5. Reallocate purchasing card and process reimbursements 6. Assist with special projects, events, and department functions 7. Process check requests, reallocations, purchase requisitions, invoices, cash deposits, banquet, and entertainment forms 8. Maintain email lists; ensure regular updates with personnel changes 9. Assist in creating publications as needed 10. Utilize Microsoft Office Suite and Google Suite 11. Coordinate and process mailings 12. Process student Electronic Personnel Action Forms as needed 13. Access reports such as Banner, Webfocus, Aspire, and Digital Measures 14. Serve as equipment coordinator; maintain equipment inventory utilizing ASPIRE 15. Manage department calendars for classes and meetings; arrange for appropriate resources, including audio/visual needs, distribute agendas, and follow up as needed. 16. Other duties as assigned 17. 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	* One year of office/clerical experience * One year of customer service experience * One year of experience using personal computers and basic software packages, such as Microsoft Office Suite and Google Suite
Desirable Education and/or Experience	* Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, and mail merges * Experience using advanced features of spreadsheet/database software * Experience using Web Focus
Required Knowledge, Skills, and/or Abilities	* Excellent interpersonal, customer service and oral/written communication skills. * Demonstrated ability to independently organize and prioritize in a fast-paced environment. * Demonstrated ability to use judgment when dealing with confidential information. * Demonstrated ability to meet deadlines. * Demonstrated ability to work with accuracy and attention to details. * Demonstrated ability to work independently and take the initiative to solve problems. * Demonstrated ability to work effectively with frequent and multiple interruptions. * Demonstrated knowledge of proper grammar, spelling and punctuation. * Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment. * Demonstrated ability to adapt to change.
Desirable Knowledge, Skills, and/or Abilities	* Demonstrated ability to work independently and take the initiative to solve problems. * Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment. * Demonstrated knowledge of University policies and procedures * Demonstrated ability to learn new computer skills
Work Environment and/or Physical Demands	WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * While performing the duties of this job, the employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee is frequently required to reach with hands and arms. The employee is frequently required to reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel and object. * Specific vision abilities required by this job include close, distance, color and peripheral vision; and the ability to adjust focus. The employee may be required to lift up to 25 pounds. * 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.
Full-Time Equivalent (FTE) % (1=100%)	1.0
FLSA Status	Non-Exempt
Appointment Term	12 months
Shift	1st Shift
Pay Rate/Salary	Contractual. External applicants will receive the minimum $17.24 amount of the level.
Title of Position Supervisor	Director of Administration
Posting Type	Internal & External
Dependent on Funding	No
Special Instructions to Applicants (if applicable)	UAW Posting 7/29/2025 - 8/4/2025 External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Conditions of Employment:
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

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.

If you require any auxiliary aids, services, or accommodations during Michigan Tech's hiring process please notify the Human Resources office at 906-487-2280 or hr-help@mtu.edu.