Office Assistant

Michigan Technological University; Calumet (MI); On-site; USD 17,000 - 19,000; Full time

Job summary

Michigan Technological University is seeking an Office Assistant for the Keweenaw Research Center. This role is essential for providing administrative support in a secure facility, handling confidential information, and ensuring excellent customer service.

The ideal candidate will have a high school diploma, at least one year of office experience, and proficiency in Microsoft Office. The position offers full-time employment with a pay rate starting at $16.88 per hour.

Qualifications

• 1 year office/clerical experience.
• Ability to acquire a US DOD government security clearance.

Responsibilities

• Provide administrative support for facility procedures.
• Screen incoming phone calls and emails.
• Support facility hiring processes and payroll.

Skills

Excellent interpersonal skills

Customer service skills

Proficiency in Microsoft Office

Organizational skills

Ability to work in a team

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Office

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 the proper handling, maintenance, and protection of confidential information, personnel records, and facility documentation in accordance with University, contractual, and applicable regulatory requirements. The incumbent serves as the primary point of contact for visitors and incoming communications, upholding restricted access protocols and delivering exemplary customer service.

Responsibilities

1. Provide administrative support for facility procedures, including:
   • Maintain records in accordance with applicable requirements
   • Maintain confidential documentation and records for faculty and staff as well as personnel folders and logs
   • Maintain personnel applications and travel requests
   • Assist personnel with purchase/requisition orders, set up blanket orders and all follow‑up processes
   • Monitor secure department information, including its receipt, storage, and transmission
   • Receive and route packages and prepare for shipping
   • Report monthly billing according to University and contractual procedures
   • Administer and secure department petty cash
2. Provide guidance and assistance to personnel regarding facility procedures
3. Screen incoming phone calls and emails
4. Maintain office equipment and office supply inventory as needed
5. Support facility hiring processes, including filing paperwork, collecting applications, arranging interviews for temporary positions, and preparing employment forms such as EPAFs
6. Provide administrative support for department payroll
7. Support departmental functions and meetings, retreats, receptions, etc.
8. Maintain overall office appearance and display Michigan and federal labor law posters
9. Open and close the main department office daily at the secure location
10. Perform other duties as assigned by the supervisor
11. Commit to continuous improvement strategies and actively engage in University initiatives
12. Apply safety‑related knowledge, skills, and practices to everyday work

Required Education

• High school diploma or an equivalent combination of education and experience that provides comparable knowledge and abilities

Required Experience

• 1 year office/clerical experience

Desirable Education and/or Experience

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

Required Knowledge and Skills

• US citizenship and ability to acquire a US DOD government security clearance
• Excellent interpersonal, customer service, and oral/written communication skills
• Proficiency with personal computers and basic software packages, including advanced features of Microsoft Office (Word, Excel, Access) and Adobe Acrobat
• Strong organizational skills and ability to complete multiple tasks within established deadlines
• Attention to detail and accuracy
• Ability to work effectively as part of a team
• Ability to communicate across cultural boundaries and work harmoniously with diverse groups
• Commitment to contribute to a safe work environment
• Ability to listen to and understand information presented verbally
• Ability to learn and follow safety procedures and take actions to avoid potential hazards
• Knowledge of University databases and required access
• Knowledge of 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 and Skills

• Ability to learn and follow safety procedures and take actions to avoid potential hazards
• Knowledge of University databases and required access
• Success in working with people from diverse backgrounds and viewpoints

Work Environment and Physical Demands

The work environment is low to moderate in noise level. The employee regularly stands and walks, uses hands for handling and manipulation, reaches with hands and arms, stoops, kneels, or crouches, and occasionally sits, climbs, or balances. The employee may lift or move up to 75 pounds. Vision requirements include close, distance, color, and peripheral vision with 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
• Background check required; offers of employment contingent upon completion

Additional Details

• Full‑Time Equivalent (FTE): 100 %
• FLSA Status: Non‑Exempt
• Appointment Term: 12 months
• Pay Rate: Contractual; external applicants receive a minimum of $16.88 per hour
• Supervisor Title: Executive Director

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.