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Office Assistant 4

Please see Special Instructions for more details.

UAW Posting 9/15/17-9/21/17. External applications will be reviewed after internal applications.

Posting Details

Position Information

Position Title Office Assistant 4
Department Graduate School
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 $11.40/hr
Shift 1st
Position Duration Dependent on External Funding? No
Title of Position Supervisor Finance Coordinator and Office Manager

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

Perform clerical and administrative support functions for the Graduate School. Provide excellent customer service to students, faculty, staff, applicants, and visitors.

Essential Duties & Responsibilities (other duties may be assigned)

1. Greet and assist customers in a friendly, courteous manner.
2. Receive and route telephone calls, answering routine questions when appropriate.
3. Be knowledgeable about the organization of the Graduate School website.
4. Be prepared to route non-routine requests for information to the appropriate person within the Graduate School.
5. Receive and route mail.
6. Order and maintain office supply inventory.
7. Assist with special projects, functions, and events and work with the MUB Catering Office.
8. Maintain and continually update permanent Graduate School files and records, including highly confidential student and faculty files.
9. Assist the graduate admissions and application processing effort in the Graduate School. Maintain Banner records and student data in support of that effort.
10. Assist with recruitment, register for events, pay invoices, book venues if necessary.
11. Prepare Electronic Personnel Action Forms (EPAF) using the Banweb system for the Graduate School.
12. Prepare check requests, requests for advance of funds, meals and banquets forms, travel vouchers/reimbursements, purchase requisitions, and international travel requests.
13. Run Banner/WebFocus reports and collect information related to graduate education.
14. Assist with graduate student orientation.
15. Maintain Google calendars.
16. Serve as back-up to other Graduate School staff as necessary.
17. Other duties as assigned.

Required Education (minimum requirements)

• High school diploma or equivalent

Required Experience (minimum requirements)

• Two years office/clerical experience.
• Two years customer service experience.
• Two years experience using personal computers including Microsoft Word and Excel.

Desirable Education and/or Experience

• Familiarity and experience with Banner.
• Experience creating forms.
• Experience updating web sites.
• Experience working with graduate students.
• Experience working with people from multiple countries and cultures.

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

• Excellent interpersonal, customer service, and written/oral communication skills.
• Demonstrated willingness and ability to learn and follow instructions.
• Demonstrated ability to independently organize and prioritize multiple work assignments.
• Demonstrated ability to work with accuracy and attention to detail.
• Demonstrated ability to work effectively with frequent and multiple interruptions.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Demonstrated excellent attendance record.
• Demonstrated ability to be flexible and adapt to changing priorities.
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of an office.
• Demonstrated commitment to contribute to a safe work environment.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.

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

Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

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 instructions furnished in written, oral, or diagram form. Ability to deal with problems in standardized situations.
Ability to understand when assistance from others is needed and willingness to seek such assistance in a timely fashion.

Work Environment and/or Physical Demands

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 17284
Posting Type Internal & External Posting
Internal Posting Date
External Posting Date 09/15/2017
Open Until Filled Yes
Special Instructions to Applicants (if applicable)

UAW Posting 9/15/17-9/21/17.

External applications will be reviewed after 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. Cover Letter
  2. Resume
Optional Documents