Senior Office Assistant

Summary

Michigan Technological University is seeking a Senior Office Assistant for our Military Science Army ROTC department. They provide professional clerical and administrative support functions for Army ROTC. Provide excellent customer service to faculty, staff, students and visitors. This position requires the ability to work independently, with accuracy and attention to detail.

Responsibilities and Essential Duties

1. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner, independently respond to inquiries and provide information on established programs and services.
2. Greet customers, receive, screen, route, and/or respond to telephone calls, emails, mail, and other correspondence as necessary.
3. Type, proofread, and correct routine Army and university correspondence, including, but not limited to, letters, reports, exams, lesson plans, memoranda, recommendations, and personnel evaluations.
4. Research and answer inquiries from departmental faculty and staff regarding university policies and procedures.
5. Maintain Department calendar; schedule appointments for Department Chair and make room reservations.
6. Maintain departmental website and updates.
7. Maintain departmental filing system, and purge as necessary, maintain historical records.
8. Assist departmental staff with data entry in the Cadet Command Information Management Module (CCIMM) system.
9. Assist departmental staff with building Army personnel action and training packets for Cadets.
10. Assist departmental staff with pulling student transcripts each semester, verifying GPAs, completed credits, and updating student 104-R (degree pathway plan).
11. Assist new Army personnel with on-boarding at the University.
12. Facilitates the planning and execution of the Commissioning Ceremony and reception including designing programs, editing script, sending invitations, room reservations, catering, processing certificates and gifts, and responding to inquiries for events.
13. Assist Military Staff with departmental events such as Military Ball, and any other special events.
14. Assist the Recruiting Officer with correspondence, mailings, and recruiting materials.
15. Assist Military cadets with receivables and collection procedures.
16. Serve as senior advisor for Military cadet student organizations.
17. Process check requests, reallocations, EPAFs, purchase requisitions, inter-account bills, invoices, cash deposits, banquet and entertainment forms.
18. Appropriate alumni donations for building updates and cadet scholarships, coordinating with other University departments and donors.
19. Independently monitor and provide monthly and annual budget reports, as well as year-end budget projections for multiple funds. Utilize Banner software to run various reports for departmental indexes and verify all transactions. Advise Chair on which funds can be used to make which purchases.
20. Access and extract information and reports such as Banner, Web Focus, and other university platforms.
21. Purchase and maintain inventory of office supplies, supplies for the reception area, ensuring copiers and printers are maintained. Order other necessary supplies.
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.
24. Conduct direct coordination with Air Force ROTC Department to plan and execute joint events.
25. Perform other duties as assigned.

Required Education, Certifications, Licensures

High school diploma, or an equivalent combination of education and
experience from which comparable knowledge and abilities can be required.

Required Experience

* Two-year experience in clerical or administrative support
* Two-year experience using personal computers and basic software packages including word processing and database/spreadsheet software.

Desirable Education and/or Experience

* Associate Degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired
* Experience using advanced features of word processing applications such as utilizing columns or tables, sorting and mail merges
* Experience working in higher education
* Experience using Google Suite

Required Knowledge, Skills, and/or Abilities

* Excellent interpersonal, customer service and oral/written communication skills
* Demonstrated ability to independently organize and prioritize in a fast-paced environment
* Demonstrated ability to use judgement when dealing with confidential information
* Demonstrated ability to work with accuracy and attention to details
* Demonstrated ability to work with deadlines
* Demonstrated ability to work effectively with frequent and multiple interruptions
* Demonstrated knowledge of proper grammar, spelling and punctuation
* Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment
* Demonstrated ability to adapt to change
* Demonstrated ability to communicate effectively and work harmoniously with diverse groups of students, faculty and staff.

Desirable Knowledge, Skills, and/or Abilities

* The ability to learn new computer-based applications
* 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

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.

1

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

-

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount $17.24hr

Title of Position Supervisor

Dir. of College Finance & Administration

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting - 5/11/2026 - 5/18/2026

External Applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Additional Information

This position is contingent upon the continued availability of external funding.