Senior Office Assistant

Michigan Tech; Houghton (MI); On-site; USD 20,000 - 29,000; Full time

Job summary

Michigan Technological University in Houghton, MI, seeks a Senior Office Assistant for the Office of the Provost and University Senate. The role provides professional and administrative support, coordinating all facets of the University Senate.

Responsibilities include budget management, meeting preparation, minutes transcription, CMS/website maintenance, and ensuring accessibility. The position emphasizes detail, customer service, and adherence to policies.

Qualifications

• Excellent interpersonal, customer service and oral/written communication skills.
• Demonstrated ability to meet deadlines amid interruptions and manage multiple tasks.
• Ability to learn technical software and be self-motivated.

Responsibilities

• Assist in technical preparation of Senate proposals and maintain accessibility of the Senate website.
• Manage the Senate budget, purchasing, and payroll; prepare and submit budget documents and forms.
• Prepare Senate meeting agendas and coordinate distribution; run in-person and online meetings via Zoom.
• Transcribe and summarize Senate minutes; maintain Google Groups and Drives for committees.
• Organize agendas for Senate Executive Committee meetings; attend and assist at meetings.
• Maintain Senate archives and prepare presentations for the Board of Trustees.
• Provide routine correspondence, data entry, and respond to information requests on Senate activities.

Skills

Communication skills

Customer service

Prioritization

Detail oriented

Education

High school diploma

Bachelor’s degree desired

Tools

Microsoft Office

Google Workspace

CMS like Modern Campus

Banner

Job description

Michigan Technological University is an R1 technological research university founded in 1885 in Houghton. Our rural campus is situated just miles from Lake Superior in Michigan’s scenic Upper Peninsula and is home to nearly 7,500 students from more than 60 countries around the world. Consistently ranked among the best universities in the country for return on investment, Michigan’s flagship technological university offers more than 185 undergraduate and graduate degree programs. Research focus areas include defense, health, energy, automotive, environment, and aerospace.

The area’s waters, forests, and snowfall support year-round recreation, including skiing, snowboarding, hiking, biking, and paddling. The University is an integral part of the region, supported by a friendly and welcoming community that takes pride in being a true college town. We embrace our size, climate, sense of adventure, and originality.

Summary

Michigan Technological University is seeking a Senior Office Assistant for the office of the Provost and University Senate. They will provide professional and administrative support to the Office of the University Senate. Maintain and coordinate all main facets of the University Senate.

Responsibilities and Essential Duties

1. Assist in technical preparation of Senate proposals.
2. Maintain the Senate website and ensure that it complies with accessibility requirements.
3. Manage and maintain the Senate budget, purchasing, and payroll, including inputting new budget each year.
4. Prepare and submit budget documents, EPAFs, status change forms, and order supplies.
5. Prepare Senate meeting agendas and distribute as appropriate.
6. Run in-person and online tandem Senate meetings, including screen sharing for Zoom attendees, managing the in-room camera for the recording and online attendees, and handling amendments made to documents during meetings.
7. Provide advice on interpretation of the Senate constitution and bylaws.
8. Coordinate room schedules for Senate activities.
9. Assist the Senate Secretary in transcribing, interpreting, and summarizing Senate minutes from audio and video tapes.
10. Maintain Google Groups and Google Drives for all Senate standing and ad-hoc committees.
11. Organize and prepare agendas for the Senate Executive Committee meetings.
12. Attend and assist at all Executive Committee meetings.
13. Maintain Senate archives.
14. Compose routine correspondence, perform data entry and word processing functions, and maintain the database of Senate constituents.
15. Answer routine questions and provide information on University Senate activities.
16. Send university-wide surveys on a variety of important campus issues and analyze response data.
17. Conduct and assemble confidential surveys related to performance evaluations and Senate referenda and elections.
18. Serve as ex-officio member of the Senate’s Elections, Bylaws, and Constitution Committee
19. Provide administrative support to other Senate committees as requested.
20. Prepare presentations for the Board of Trustees.
21. Other duties as assigned
22. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
23. 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’s experience in clerical or administrative support
• 1 year’s experience using personal computers, basic software packages such as Microsoft Office Suite and Google Suite
• 1 year’s experience in a customer service setting

Desirable Education and/or Experience

• Bachelor’s degree, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired
• Experience working with databases or systems such as Banner
• Experience using Content Management Systems (CMS) like Modern Campus or other tools for website maintenance
• Experience working in higher education

Required Knowledge, Skills, and/or Abilities

• Excellent interpersonal, customer service and oral/written communication skills
• Demonstrated ability to work effectively under conditions with frequent interruptions and meet established deadlines
• Demonstrated ability to be highly self-motivated, prioritize multiple tasks in a proactive manner
• Demonstrated ability to independently organize and prioritize customer service and work assignments in a complex work environment
• Demonstrated knowledge of proper grammar, spelling, and punctuation
• Demonstrated ability to pay extreme attention to detail
• Demonstrated ability to learn technical software and computer- based applications
• Demonstrated ability to effectively adapt to change
• Ability to use judgment when dealing with confidential information

Desirable Knowledge, Skills, and/or Abilities

• Knowledge of Michigan Tech
• Knowledge of “Lean thinking”
• Demonstrated knowledge of Banner
• Demonstrated ability to create accessible websites and/or documents
• Demonstrated ability to protect data with integrity
• Demonstrated ability to professionally represent an organization in official communications
• Demonstrated success in, or potential future contributions to, working with persons with a wide variety of backgrounds 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

• 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.

Full-Time Equivalent (FTE) % (1=100%): 1

FLSA Status: Non-Exempt

Appointment Term: 10 months

Shift: –

Pay Rate/Salary: Contractual. External candidates will receive the minimum amount $17.76 per hour.

Title of Position Supervisor: Director of Academic Accreditation and Compliance

Posting Type: Internal & External

Dependent on Funding: No

Special Instructions to Applicants: UAW Posting – 9/4/2026 – 9/11/2026 External Applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

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.

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 [e-mail].

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.

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. Michigan Tech will provide a paper copy upon request; please contact the Michigan Tech Public Safety.

In compliance with the federal Drug-Free Schools and Communities Act (DFSCA) and its implementing regulations (34 CFR Part 86), Michigan Tech is committed to maintaining a drugfree campus environment and actively promoting the health and safety of its community. Find our notice that outlines the University’s policies, legal sanctions, health risks, and available support resources related to the unlawful possession, use, or distribution of illicit drugs and alcohol.