Office Assistant

Summary

Michigan Technological University is seeking an Office Assistant for our Keweenaw Research Center department. They will provide 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. Serve 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 of facility procedures that:
a) Maintain records in accordance with applicable requirements
b) Maintain confidential documentation and records for faculty and staff as well as personnel folders and logs
c) Maintain personnel applications, travel requests
d) Assist personnel with all Purchase/Requisition orders, set up blanket orders and all follow up processes
e) Monitor secure department information, including its receipt, storage, and transmission
f) Receive and route packages as well as prepare and receive shipping
g) Report monthly billing according to University and contractual procedures
h) Serve as the primary point of contact for visitors and uphold restricted access requirements while displaying 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 to include but not limited to;
a) Support employees in filing appropriate paperwork
b) Collecting applications, and arranging interviews for Temporary Positions
c) Employment forms, EPAF creation and support
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 & 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 learning about continuous improvement strategies and applying them to everyday work. Actively engage 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.
• Relative experience working in a higher education environment.
• Experience working with all levels of staff

Required Knowledge, Skills, and/or Abilities

• US citizenship and able to acquire a US DOD government security clearance
• Excellent interpersonal, customer service, oral/written communication skills.
• Experience using personal computers and basic software packages including advanced features of word processing, spreadsheet/database, using Microsoft Office (Word, Excel, Access) and Adobe Acrobat software.
• Strong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines.
• Demonstrated ability to work with accuracy, precision, attention to detail.
• Demonstrated ability to work effectively as part of a team.
• 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.
• Ability to listen to and understand information and ideas presented through spoken words and sentences.
• Ability to learn and follow safety procedures and take actions to avoid potential hazards
• Maintain robust knowledge of University databases and required access
• Demonstrated knowledge and experience working with policies and procedures regarding sensitive information
• Demonstrated document review experience
• Demonstrated administration experience and interaction with personnel
• Demonstrated experience with maintaining records in accordance with applicable requirements.
• 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

• Ability to learn and follow safety procedures and take actions to avoid potential hazards.
• Maintain robust knowledge of University databases and required access.
• 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 low to moderate.
• While performing the duties of this job, the employee is regularly required to stand and walk; talk and hear; use hands to finger, handle, or feel objects, tools, or controls; and taste or smell. The employee frequently is required to reach with hands and arms; and stoop, kneel, or crouch. The employee is occasionally required to sit and climb or balance.
• The employee must occasionally lift and/or move up to 75 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision and the ability to adjust focus.

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

Additional training will be required by the department on a periodic basis

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

12 months

Shift

-

Pay Rate/Salary

Contractual. External applicants will receive the minimum amount ($16.88/hr)

Title of Position Supervisor

Executive Director

Posting Type

Internal and External

Dependent on Funding

No

Special Instructions to Applicants (if applicable)

UAW Posting - 07/01/2026 - 07/07/2026
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 hr-help@mtu.edu.

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.