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Office Assistant 5

Please see Special Instructions for more details.

UAW Posting 3/6/2018 – 3/12/2018 External applications will be viewed after internal applications.

Posting Details

Position Information

Position Title Office Assistant 5
Department Innovation & Industry Engagement
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 $12.25
Shift 1st
Position Duration Dependent on External Funding? No
Title of Position Supervisor Patent/License 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 a unique blend of clerical/secretarial office duties to support the Innovation and Industry Engagement department. Assist in proposal submission for externally funded sponsored projects.

Essential Duties & Responsibilities (other duties may be assigned)

1. Review sponsored project proposals for completeness and compliance with internal policies and practices and prepare for submission.
2. Coordinate the approval process for sponsored project proposals and awards.
3. Assist in the interpretation of guidelines, instructions, policies and procedures related to the sponsor’s requirements for submission of proposals.
4. Process payroll for department.
5. Monitor and maintain department files.
6. Input proposal/award/gift and other data into databases.
7. Receive and process checks for deposit.
8. Compose and edit correspondence.
9. Utilize technology and various databases to perform data entry and generate reports.
10. Make travel arrangements; process travel vouchers.
11. Greet and assist customers in a friendly, courteous manner; respond to routine questions, and provide information on office services and building functions.
12. Receive conference room reservation requests and communicate usage policy.
13. Receive, screen and route telephone calls and mail.
14. Respond to routine and non-routine inquiries and provide information on established services, policies and procedures.
15. Utilize word processing and spreadsheet software to type and prepare correspondence, forms, reports, and budgets.
16. Utilize presentation software to assist office personnel.
17. Order office supplies and maintain inventory.
18. Apply safety-related knowledge, skills, and practices to everyday work.
19. SUPERVISORY RESPONSIBILITIES: Functional supervision may be exercised over student assistants.

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 office/general clerical experience in a professional office environment.
• Three years of experience using personal computers and basic software packages.
• Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, mail merge or creating macros.
• Experience using advanced features of spreadsheet/database applications such as creating macros, using cell range names, or using the file extract/combine feature.

Desirable Education and/or Experience

• Experience working in an academic environment.

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

• Superior interpersonal, customer service and written/oral communication skills.
• Demonstrated ability to independently organize and prioritize work assignments.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty and staff.
• Demonstrated ability to work as a member of a team.
• Demonstrated ability to use judgment when dealing with highly confidential information.
• Demonstrated ability to take the initiative to solve problems.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to work with accuracy, numbers and attention to detail.
• Demonstrated commitment to contribute to a safe work environment.

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

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform 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 frequently required to stand; walk; stoop, kneel, crouch or crawl; reach with hands and arms; and taste or smell. The employee is frequently required to sit. The employee is regularly required to talk or hear; and use hands to finger, handle or feel an object.
The employee may regularly be required to lift up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.

Required Training and Other Conditions of Employment

Required Training – Every employee at Michigan Technological University will receive the following 3 required trainings; additional training may be required by the department.

Required University Training:
• Employee Safety Overview
• Anti-harassment, Discrimination, Retaliation Harassment 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 18105
Posting Type Internal & External Posting
Internal Posting Date
External Posting Date 03/06/2018
Open Until Filled Yes
Special Instructions to Applicants (if applicable)

UAW Posting 3/6/2018 – 3/12/2018

External applications will be viewed after internal applications.

Additional Information

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
Optional Documents