Sr. Office Assistant

Sr. Office Assistant Job No: 24189RPRP Department: Chemistry Work Type: Union Location: Main Campus (Houghton, MI) Full Time / Part Time: Full Time Categories: Office/Clerical Support, Chemistry Department: Chemistry Summary This position will support the Chemistry Department with outstanding customer service support and tasks related to the overall smooth operation in the department. This position will positively represent Chemistry, the Responsibilities 1. Oversee and report on graduate support, including university allocations, research grant funding, fellowships, and department lab fund support. 2. Interact with administrative departments, the graduate school, the department graduate programs committee (GPC), department chair, and department coordinator to maintain and expand the department graduate programs. 3. Process graduate program applications for GPC review and prepare acceptance letters. 4. Organize the department graduate orientation schedule with assistance from administrative departments, the graduate school, the department GPC and teaching supervisors. Communicate with new grad students and process forms related to their enrollment and employment as required. 5. Organize and track graduate student assignments (teaching/prep/research/other) and support; prepare support letters; process graduate student payroll/EPAFs; enter graduate tuition support; monitor enrollment; collect and organize graduate student teaching and research evaluations. 6. Assist graduate students with academic forms and travel/leave forms; scheduling of graduate defenses and preparation/distribution of announcements. 7. Assist the Graduate Programs Committee with the assembly of documents and records for graduate learning outcomes and graduate program assessment; take minutes at GPC meetings; maintain the Graduate Student Handbook; track graduate student progress-to-degree (qualifying exams/original research proposals/research mode/appropriate stipend level). 8. Maintain all records for the department’s graduate program and for interdisciplinary graduate programs, as needed. 9. Assist the Department Coordinator with special projects, events, reporting processes, and department functions, as requested. 10. Assist faculty with organizing the department’s weekly seminar series, as requested. 11. Greet and assist customers in a friendly, courteous manner. 12. Respond to routine questions and provide information on department programs/procedures. 13. Support safety programs and apply safety-related knowledge, skills, and practices to everyday work. 14. Provide back-up services for other department office staff when they are out of the office. 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, Certifications, Licensures High school diploma or equivalent Required Experience 2 years office/clerical experience. 2 years experience with basic computing skills. Desirable Education and/or Experience Bachelor’s degree Experience with graduate program administration Relevant experience with advanced and web-based computer software such as word processing, spreadsheets, and cloud-based systems (such as Google suite). Required Knowledge, Skills, and/or Abilities Relevant experience in an office or administrative support role. Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff. Demonstrated commitment to contribute to a safe work environment. Desirable Knowledge, Skills, and/or Abilities Experience managing budgets Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints. Work Environment and/or Physical Demands WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential 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 low to moderate. Required Training and Other Conditions of Employment Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department. Required University Training: Employee Safety Overview Anti-Harassment, Discrimination, Retaliation Training Annual Data Security Training Annual Title IX 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. Other Conditions of Employment: Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment. Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities Full-Time Equivalent (FTE) % (1=100%) 1.00 FLSA Status Non-Exempt Appointment Term 12 months Shift 1st Shift Pay Rate/Salary Contractual. External candidates will receive the minimum amount ($16.74/hr) Title of Position Supervisor Department Chair Posting Type Internal and External Dependent on Funding False Special Instructions to Applicants (if applicable) UAW Posting 10/22/2024 - 10/28/2024 External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates. Additional Information To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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. Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities. If you require any auxiliary aids, services, or accommodations during Michigan Tech’s hiring process please notify the Human Resources office at 906-487-2280 or hr-help@mtu.edu. Required Education, Certifications, Licensures* (minimum requirements) Advertised: 22 Oct 2024 Eastern Daylight Time Applications close: