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Senior Office Assistant
Michigan Technological University
- Houghton, MI
- $16.25 per hour
- Permanent
- Full-time
- Manage departmental communication received by email and phone.
o Answer phones and use good judgment regarding to whom and when to forward calls, respond to voicemail.
- Maintain a general knowledge and understanding of UMC services and assist customers with general questions regarding services provided by UMC.
- Pay and track vendor expenses for numerous department indexes and maintain a functional eye on the overall budget.
- Process purchasing card reallocations for department staff in Concur.
- Complete and submit purchase requisitions.
- Prepare check requests for payments.
- Process reallocation of expenditures.
- In coordination with Manager of Print and Mail Services, prepare monthly billing summary for UMC charges to clients (outside vendor charges, design/accessibility fees)
- Act as payroll proxy for supervisors; approve payroll for AVP direct reports.
- Prepare, process, and monitor EPAF reporting for staff and students. Coordinate student onboarding, including requesting keys and assigning student computers and IT access.
- Assist with the student hiring process, including posting positions on Handshake, evaluating resumes, and assisting with interviews.
- Serve as department space and equipment coordinator.
- Order department supplies, manage department Amazon and Staples accounts.
- Assist with procedures and preparation for on- and off-boarding staff.
- Manage conference room schedule.
- Assist AVP and Directors with appointments, scheduling, and other duties as assigned.
- Manage the client-facing side of the Digital Storefront for Print Services: assist with account/customer set up, respond to customer questions, run monthly reports, and assist with billing.
- Manage all aspects of the online store for stock items including maintaining inventory, ordering, and fulfilling orders.
- Assist Print Services in reallocating purchases, complete annual contract purchase requisitions, coordinate ordering of external print materials, and manage payments and billing for external printing charges.
- Assist Print Services in managing vendor payments through Perceptive Content and process paper invoices.
- Assist Mail Services staff with coordination of bulk mailings involving Print Services and UMC, assist customers with mail processing work order and mailing lists.
- Assist when needed in Mail Services to help customers with mail pickup and outgoing packages.
- High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities can be required.
- Three years experience in clerical/administrative support and/or customer service.
- Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, and mail merges
- Experience using advanced features of spreadsheet/database software
- Experience using advanced features of word processing applications such as utilizing columns or tables, sorting, and mail merges
- Experience using MS Word, Excel, Google (drive, calendars, form, and sheets)
● Demonstrated ability to independently organize and prioritize in a fast-paced environment.
● Demonstrated ability to use judgment when dealing with confidential information.
● Demonstrated ability to apply critical thinking and problem solving skills in daily work, especially those related to budgetary and fiscal responsibilities.
● Demonstrated ability to meet deadlines.
● Demonstrated ability to work with accuracy and attention to details.
● Demonstrated ability to work independently and take the initiative to solve problems.
● Demonstrated ability to work effectively with frequent and multiple interruptions.
● Demonstrated knowledge of proper grammar, spelling, and punctuation.
● Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
● Demonstrated ability to adapt to change.
● Demonstrated ability to communicate effectively and work harmoniously with diverse groups of students, faculty and staff.
- 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.
- The ability to learn new computer-based applications
- 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. **
- 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.
- While performing the duties of this job, the employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee is frequently required to reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel and object.
- Specific vision abilities required by this job include close, distance, color and peripheral vision; and the ability to adjust focus. The employee may regularly be required to lift up to 50 pounds.
- The noise level in the work environment is usually low to moderate.
Full-Time Equivalent (FTE) % (1=100%)1.0FLSA StatusNon-ExemptAppointment Term12 monthsShift1st ShiftPay Rate/SalaryContractual. External candidates will receive the minimum amount ($16.25/hr).Title of Position SupervisorAssociate Vice President of University Marketing and CommunicationPosting Type Internal & ExternalDependent on Funding NoSpecial Instructions to Applicants (if applicable)UAW Posting 03/12/2024 - 03/18/2024
External applications will only be considered after all internal applications.Additional InformationRequired Education, Certifications, Licensures* (minimum requirements)Advertised: 12 Mar 2024 Eastern Daylight Time
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