Skip to Main Content

Office Assistant 5

Please see Special Instructions for more details.

UAW Posting 1/31/2017 – 2/6/2017. External applications will not be reviewed until after all internal applications.

Posting Details

Position Information

Position Title Office Assistant 5
Department Physics
Location Main Campus (Houghton, MI)
Position Type Staff
Full-time/ Part-time Full-time
Full-Time Equivalent (1.0=100%) 1.0
Appointment Term 12 Month
Pay Type Hourly Rate
Salary or Hourly Rate External candidates will receive the minimum $12.10/hr
Position Duration Dependent on External Funding? No
Title of Position Supervisor Department Coordinator

Position Summary Information

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

Job Description Summary

Provide secretarial and administrative support for the Department of Physics. Primarily responsible for excellent oral communication, coordination of physics graduate programs and colloquia, and independently responding to routine inquiries based on set policy and procedure. Accountable for discretion and confidentiality.

Essential Duties & Responsibilities (other duties may be assigned)

1. Greet and assist customers in a friendly, courteous manner; receive and direct telephone calls; receive and distribute mail and shipments.
2. Respond to routine inquiries and provide assistance based on departmental policy and procedure.
3. Work in concert with faculty, staff, and students, providing support to ensure smooth business operations.
4. Assist with graduate school application processing, compose acceptance and financial support letters, and maintain graduate program files.
5. Assist graduate students with progress to degree forms, schedule requisite examinations and defenses, draft and distribute announcements and result letters, and maintain graduate student files.
6. Process graduate student support including review of employment forms, create electronic payroll forms, and enter tuition support in BANNER.
7. Serve as department liaison between graduate school, department graduate committees, and graduate students.
8. Assist colloquium committee with organizing weekly seminars; prepare speakers’ itinerary and announcements, and process meals and travel reimbursement forms.
9. Compile statistical data and prepare reports utilizing word processing, spreadsheet, and database software.
10. Access and extract confidential information using BANNER, ImageNow, and Digital Measures.
11. Assist department coordinator with special events, surveys, and annual report.
12. Assist with photocopying needs, and maintain copiers and printers.
13. Monitor and maintain various Google calendars and the physics email account.
14. Integrate safety practices into daily activities.
15. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
16. Other duties as assigned.

Supervision: Functional supervision may be exercised over work study assistant.

Required Education (minimum requirements)

• High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience (minimum requirements)

• Three years of office assistant/clerical experience working in a collaborative professional environment.
• Three years of experience using personal computers and basic software (Microsoft Word, Excel).
• Experience using advanced features for word processing and spreadsheet/database software.

Desirable Education and/or Experience

• Experience using Microsoft Office, BANNER, ImageNow, and Discoverer databases, and Google software.
• Experience working in higher education.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Excellent customer service, interpersonal, and oral and written communication skills.
• Demonstrated ability to perform duties with accuracy and attention to detail.
• Demonstrated ability to organize and prioritize work assignments and meet deadlines in a fast-paced environment.
• Demonstrated ability to work effectively with frequent and multiple interruptions.
• Demonstrated ability to work independently and take initiative to solve problems.
• Demonstrated knowledge of proper grammar, spelling, and punctuation, and the ability to explain/convey information.
• Demonstrated ability to work as a team member and contribute to the overall function of the department.
• Demonstrated ability to work, communicate, and interact effectively with culturally and educationally diverse individuals.
• Demonstrated ability to use judgement when dealing with confidential information.
• Demonstrated ability to operate office equipment.

Desirable Knowledge, Skills, and/or Abilities
Language, Mathematical, and/or Reasoning Skills

Ability to read and comprehend complex instructions, correspondence and memos. Ability to write correspondence. Ability to effectively present information in one-on-one situations to students, faculty, staff, and individuals external to the department.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to apply common sense understanding to carry out written or oral instructions. Ability to deal with problems in complex situations.

Work Environment and/or Physical Demands

Work Environment and/or Physical Demands:*
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.
The work environment is that of a typical office and/or classroom setting.
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 3 required training; additional training may be required by the department.
Required University Training:
• Employee Safety Overview
• Anti-Harassment, Discrimination, Retaliation training
• Annual Data Security 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.

Posting Detail Information

Posting Number 17040
Posting Type Internal & External Posting
Internal Posting Date
External Posting Date 01/31/2017
Open Until Filled Yes
Special Instructions to Applicants (if applicable)

UAW Posting 1/31/2017 – 2/6/2017.
External applications will not be reviewed until after all internal applications.

Additional Information



Accept References No
Cutoff Date
Reminder Days
Minimum Requests
Maximum Requests
Applicant Special Instructions
Provider Special Instructions
Confirmation Message To Provider

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents