Skip to Main Content

Office Assistant 6

Posting Details

Position Information

Position Title Office Assistant 6
Department Office of Advancement
Location Huntington National Bank Building (Hancock, 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 Contractual. External candidates will receive the minimum amount. ($12.80)
Shift 1st
Position Duration Dependent on External Funding? No
Title of Position Supervisor Assistant VP, Advancement

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

Outstanding office support is the foundation in what high functioning organizations are built on. The Office of Advancement and Alumni Engagement is seeking an individual capable of providing outstanding clerical and administrative assistance to the staff in the Advancement Office. Additionally, this position will be asked to provide exceptional customer service while interacting with our alumni, donors, friends, and campus partners.

Essential Duties & Responsibilities (other duties may be assigned)

1.Provide administrative support to the Advancement and Alumni Engagement Office including trip preparation for Advancement leadership.

2. Discreetly handle sensitive and confidential matters in regards to donor preferences for confidential gifts.

3. Respond to email, phone, and written inquiries from alumni, donors, and friends.

4. Greet and assist alumni, donors, friends, and university partners in a friendly, courteous and efficient manner.

5. Record and distribute minutes of meetings.

6. Maintain a working knowledge of the on-line database (Banner) and provide accurate and efficient data including scholarship, donor background information, and other relevant stewardship information.

7. Independently resolve problems and handle projects with little or no supervision. Analyze and recognize when a problem needs to be directed to specific personnel for resolution.

8. Prepare, process, track, and maintain travel expense reports, purchase orders, check requests, inter-account bills and other various other university forms.

9. Develop and sustain a general working knowledge of office functions.

10. Assist and guide student employees.

11. Receive, screen, and direct telephone calls in a courteous and efficient manner.

12. Understand and operate personal computers using Windows operating systems.

13. Maintain working knowledge of word processing and desktop publishing software to prepare correspondence, forms, and various departmental publications.

14. Receive, open, and route departmental mail.

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.

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)

• Four years of progressive clerical and administrative support experience. (Student work experience is applicable).

• Four years of experience using personal computers and basic software packages.

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

•Demonstrated ability to use judgment when dealing with highly confidential information.

• Excellent communication, customer service, and interpersonal skills.

• Proven ability to independently organize and prioritize work assignments in a complex and stressful work environment.

•Proven experience using advanced features of word process application such as utilizing columns or tables, sorting, mail merges and creating macros.

•Demonstrated ability to explain and convey complex information.

•Demonstrated ability to take the initiative to effectively solve problems.

•Demonstrated the ability to work accurately with attention to detail.

•Demonstrated ability to interact well with other departments.

•Demonstrated knowledge of proper grammar, spelling, and punctuation.

•Demonstrated ability to learn new computer skills

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

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine correspondence. Ability to effectively present information in one-on-one situations to customers, clients and other employees of the organization.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common
fractions and decimals.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to define problems, collect data, establish acts, and draw valid conclusions.

Work Environment and/or Physical Demands

The work environment is that of a typical office 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 17238
Posting Type Internal & External Posting
Internal Posting Date 08/03/2017
External Posting Date 08/03/2017
Open Until Filled Yes
Special Instructions to Applicants (if applicable)
Additional Information

UAW Posting
08/03/2017 – 08/09/2017

External applications will not be reviewed until after all internal UAW applications.

References

Settings

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
  3. Reference List
Optional Documents