Office Assistant

The Chronicle Of Higher Education, Inc.; Atlantic Mine (MI); On-site; USD 22,041 - 27,552; Full time

Job summary

Michigan Technological University is seeking an Office Assistant for the Keweenaw Research Center to provide day‑to‑day administrative support in a secure facility environment. You will handle confidential personnel records, purchases, and general inquiries while ensuring restricted access protocols and exemplary customer service.

You will assist with hiring processes, payroll support, and maintaining office supplies and equipment, contributing to a safe, compliant, and efficient department

Qualifications

• HS diploma or equivalent education and experience.
• 1 year of office/clerical experience.
• U.S. citizenship and ability to obtain a DoD security clearance.
• Excellent interpersonal, customer service, oral and written communication skills.
• Experience with Word, Excel, Access, and Adobe Acrobat.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide administrative support for facility procedures and records.
• Maintain confidential documentation and personnel folders.
• Assist with payroll and hiring processes, including interviews and forms.
• Support incoming calls and emails; screen and route communications.
• Maintain office equipment and supplies; ensure secure access and cleanliness.
• Open/close main department office and manage shipping/receiving.

Skills

Customer service

Interpersonal skills

Written communication

Organizational skills

Teamwork

Attention to detail

Administrative support

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Adobe Acrobat

Job description

Summary

Michigan Technological University is seeking an Office Assistant for our Keweenaw Research Center department. The role provides day‑to‑day administrative support for a secure facility environment, ensuring proper handling, maintenance, and protection of confidential information, personnel records, and facility documentation in accordance with University, contractual, and applicable regulatory requirements. The Office Assistant serves as the primary point of contact for visitors and incoming communications, upholding restricted access protocols and delivering exemplary customer service.

Responsibilities and Essential Duties

• 1) Provide administrative support for facility procedures
  • a) Maintain records in accordance with applicable requirements
  • b) Maintain confidential documentation and records for faculty and staff, including personnel folders and logs
  • c) Maintain personnel applications and travel requests
  • d) Assist personnel with all purchase/requisition orders, set up blanket orders and follow‑up processes
  • e) Monitor secure department information, including receipt, storage, and transmission
  • f) Receive and route packages and prepare shipping
  • g) Report monthly billing according to University and contractual procedures
  • h) Serve as the primary point of contact for visitors, uphold restricted access requirements, and display exemplary customer service
  • i) Administer and secure department petty cash
• 2) Provide guidance and assistance to personnel regarding facility procedures
• 3) Provide support to receive and screen incoming phone calls and emails
• 4) Maintain office equipment and office supply inventory as needed
• 5) As assigned, support facility hiring processes, including filing paperwork, collecting applications, arranging interviews, and supporting employment forms and EPAF creation
• 6) As assigned, provide administrative support for department payroll
• 7) As assigned, provide administrative support for departmental functions and meetings, retreats, receptions, etc.
• 8) Maintain overall office appearance and display MI and federal labor law posters
• 9) Responsible for opening and closing the main department office daily at the secure location
• 10) Support and perform other duties as assigned by the supervisor
• 11) Commit to continuous improvement strategies, applying them to everyday work, and engage actively in University continuous improvement initiatives
• 12) Apply safety‑related knowledge, skills, and practices to everyday work

Required Education, Certifications, Licensures

• High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired

Required Experience

• 1 year office/clerical experience

Desirable Education and/or Experience

• Experience serving in an industrial security environment
• Experience working in a higher education environment
• Experience working with all levels of staff

Required Knowledge, Skills, and/ or Abilities

• U.S. citizenship and ability to acquire a U.S. Department of Defense security clearance
• Excellent interpersonal, customer service, oral and written communication skills
• Experience with personal computers and basic software packages, including advanced features of Word, Excel, Access, and Adobe Acrobat
• Strong organizational skills and ability to complete multiple tasks within established and changing deadlines
• Accuracy, precision, and attention to detail
• Ability to work effectively as part of a team
• Ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups
• Commitment to contribute to a safe work environment
• Ability to listen to and understand spoken information
• Ability to learn and follow safety procedures and take actions to avoid potential hazards
• Robust knowledge of University databases and required access
• Knowledge and experience with policies and procedures regarding sensitive information
• Document review experience
• Administration experience and interaction with personnel
• Experience maintaining records in accordance with applicable requirements

Desirable Knowledge, Skills, and/ or Abilities

• Ability to learn and follow safety procedures and take actions to avoid potential hazards
• Robust knowledge of University databases and required access
• Success working with persons with a wide variety of backgrounds and viewpoints

Work Environment and/ or Physical Demands

The work environment is low to moderate noise level. Duties require standing, walking, talking, hearing, using hands for handling or feeling objects, reaching with hands and arms, stooping, kneeling, crouching, and occasionally sitting, climbing or balancing. Occasional lifting or moving of up to 75 pounds is required. Specific vision abilities include close, distance, color, and peripheral vision and the ability to adjust focus.

Required Training and Other Conditions of Employment

• Employee Safety Overview
• Anti‑Harassment, Discrimination, Retaliation Training
• Annual Data Security Training
• Annual Title IX Training

Additional training may be required by the department on a periodic basis.

Background Check

Offers of employment are contingent upon and not considered finalized until a background check has been performed and the results received and assessed.

Additional Employment Information

• FTE: 1.0 (100%)
• FLSA Status: Non‑Exempt
• Appointment Term: 12 months
• Pay Rate: Contractual. External applicants will receive the minimum amount of $16.88 per hour
• Supervisor: Executive Director
• Posting Type: Internal and External
• Dependent on Funding: No

Equal Opportunity

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.

Other Conditions of Employment

Successful applicants are responsible for ensuring eligibility to work in the United States (citizen, lawful permanent resident, or foreign national authorized to work without employer sponsorship) on or before the effective date of appointment, and maintaining eligibility throughout the appointment.