Office Assistant (Level 4)
Michigan Technological University - Houghton, MI

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Position Information

Position Title
Office Assistant (Level 4)

Department
Center for Diversity & Inclusion

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
Minimum $11.22 (External candidates will receive the minimum hourly rate)

Shift

Position Duration Dependent on External Funding?
No

Title of Position Supervisor
Director, Center for Diversity and Inclusion
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 reception, clerical and operational functions for the Center for Diversity and Inclusion.

Essential Duties & Responsibilities (other duties may be assigned)
1. Provide exemplary customer service; receive and screen incoming phone calls, handle routine inquiries and using good judgment and discretion to resolve non-routine issues; independently respond to questions about policies and procedures to resolve issues and/or facilitate contact with appropriate personnel when required.
2. Provide programming and travel support for two of the professional staff members.
3. Coordinate staff meetings, make travel and catering arrangements for all guests for heritage month programs and special functions/events.
4. Assist with the coordination of travel for Assistant Directors and the Director for the Center for Diversity and Inclusion.
5. Assist with the travel of student organizations to conferences.
6. Assist with the preparation of monthly reports.
7. Assist in preparation of semi-annual comprehensive financial reports to the Director.
8. Act as backup for Departmental Payroll and MICUP Accounts.
9. Identify problems, independently analyze information, and, in consultation with the executive director, take initiative to develop solutions.
10. Perform a variety of administrative functions for staff such as assisting with special projects and preparing reports.
11. Serve as the space, equipment and safety coordinator for the department.
12. Assist with the management and reconciliation of the petty cash fund account.
13. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
14. Apply safety-related knowledge, skills, and practices to everyday work.
15. Perform other duties as assigned by the Director.

SUPERVISORY RESPONSIBILITIES :
Functional supervision of student employees

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)
• Two years of office/clerical experience.
• Two years of experience using computers and basic software knowledge.
Desirable Education and/or Experience
Experience working in higher education setting.
Experience working with diverse, underserved populations.
Supervisory experience.
Experience with power Point, Dreamweaver and/or HTML software.
Required Knowledge, Skills, and/or Abilities (minimum requirements)
• Superior interpersonal, customer service, and written/oral communication skills.
• Demonstrated ability to use judgment when dealing with confidential information.
• Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
• Demonstrated ability to independently organize and prioritize work assignments.
• Demonstrated ability to work effectively under conditions with frequent and multiple interruptions.
• Demonstrated ability to meet multiple deadlines.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Demonstrated commitment to a culture of safety by having established safety as a key professional value and essential component of daily practice.
• 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
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 deal with problems in standardized 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 moderate.
Personal Protective Equipment ( PPE ): *
None required.
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
• Sexual Harassment Training
• Annual Data Security Training
Posting Detail Information

Posting Number
13387

Posting Type
Internal & External Posting

Internal Posting Date

External Posting Date
11/25/2013

Open Until Filled
Yes

Special Instructions to Applicants (if applicable)

Additional Information

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Michigan Tech (www.mtu.edu) is ranked among the top public universities in the country by U.S. News & World Report. The university has...