Department: Senior Office Assistant
Summary
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The Health Research Institute (HRI) at Michigan Technological University seeks to nurture, expand, and accelerate current research and outreach activities at Michigan Tech by establishing a nationally visible research hub, promoting on- and off-campus collaborations and upgrading research infrastructures, creating an environment that enhances the probability of securing external funding, and getting directly involved in community health and education issues by partnering with local health providers. With 59 members from 14 departments across campus, we are a thriving, cooperative research community. In addition to research, the Institute sponsors activities to improve community health, a student journal club, graduate fellowship programs, a faculty mentoring program, and several social and networking events throughout the academic year.
The HRI is seeking a Senior Office Assistant to support the HRI Director, Institute Manager, members, and students. Applicants are expected to work independently and as part of a small team. Attention to detail, the ability to manage multiple deadlines and projects, and flexibility are essential for the successful performance of this role.
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Responsibilities and Essential Duties
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1. Independently organize, prioritize, and manage multiple duties and deadlines.
2. Provide administrative support to HRI Director, Manager, faculty, and students.
3. Provide excellent service to a diverse population of faculty, staff, students, and external visitors to the office.
4. Independently receive and respond to routine inquiries; draft replies to non-routine correspondence.
5. Receive, screen, and route telephone calls.
6. Generate and edit correspondence utilizing word processing, PDF, and spreadsheet software.
7. Assist Manager with HRI programs and meetings, including management of the events calendar, processing funding applications, entering fellowships in Banner, and advertising events/deadlines.
8. Assist Manager with quarterly internal reporting requirements, including pulling data and financial reports from internal databases (Cayuse, Aspire, Webfocus, etc) and other tasks as needed.
9. Assist Director, Manager, and other University employees with space management in the H-STEM Building.
10. Review and enter data for journal entries, budgets, and billings to various accounts utilizing the Banner finance system.
11. Organize and process hiring and payroll documents as needed.
12. Generate various WebFocus/Oracle reports as needed.
13. Assist in updating HRI website and social media feeds.
14. Create electronic sponsored project files; maintain the sponsored project filing system.
15. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
16. Integrate safety practices into daily activities.
17. Occasional travel required.
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Required Education, Certifications, Licensures
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High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired
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Required Experience
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* One year of clerical experience working in a multi-individual administrative office environment.
* One year of experience using computers and basic software packages.
* Experience organizing and prioritizing the daily operations of an office.
* Experience using advanced features of word processing applications, such as utilizing columns or tables, sorting, mail merge, or importing and exporting files.
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Desirable Education and/or Experience
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* Experience with Banner, Adobe Acrobat, and Google Office Suite.
* Experience with general bookkeeping procedures.
* Experience with website building/updating.
* Experience working with diverse groups of individuals from multiple cultures, countries, and backgrounds.
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Required Knowledge, Skills, and/or Abilities
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* Excellent interpersonal, customer service, and written/oral communication skills.
* A willingness to learn and follow instructions.
* A record of excellent time management while working effectively and efficiently with frequent and multiple interruptions.
* Demonstrated knowledge of proper grammar, spelling, and punctuation.
* An ability to pivot from one task to another and to manage unexpected or last-minute deadlines and projects.
* Ability to be an integral part of a small team while also effectively engaging with a large, diverse group of individuals.
* Demonstrated commitment to contribute to a safe work environment.
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Desirable Knowledge, Skills, and/or Abilities
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* Working knowledge of university policies and procedures.
* Demonstrated language, mathematics and reasoning abilities.
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Work Environment and/or Physical Demands
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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. Occasional travel may be required.
* The noise level in the work environment is usually low to moderate.
* Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
* Required Training and Other Conditions of Employment |
Required Training and Other Conditions of Employment
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Every employee at Michigan Technological University will receive the following 3 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
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.
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| Full-Time Equivalent (FTE) % (1=100%) |
1
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FLSA Status
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Non-Exempt
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Appointment Term
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12 months
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Shift
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1st Shift
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Pay Rate/Salary
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Contractual. External applicants will receive the minimum amount ($17.24/hr.)
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Title of Position Supervisor
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Institute Manager
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Posting Type
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Internal & External |
Dependent on Funding
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Yes |
Special Instructions to Applicants (if applicable)
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UAW Posting 11/7/2025 - 11/13/2025
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.
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Additional Information
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This position is contingent upon the continued availability of external funding
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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.
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Michigan Technological University
Nov 07, 2025