Senior Office Assistant

Michigan Technological University•Houghton, MI

8d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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
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.

Responsibilities

Assist in technical preparation of Senate proposals.
Maintain the Senate website and ensure that it complies with accessibility requirements.
Manage and maintain the Senate budget, purchasing, and payroll, including inputting new budget each year.
Prepare and submit budget documents, EPAFs, status change forms, and order supplies.
Prepare Senate meeting agendas and distribute as appropriate.
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.
Provide advice on interpretation of the Senate constitution and bylaws.
Coordinate room schedules for Senate activities.
Assist the Senate Secretary in transcribing, interpreting, and summarizing Senate minutes from audio and video tapes.
Maintain Google Groups and Google Drives for all Senate standing and ad-hoc committees.
Organize and prepare agendas for the Senate Executive Committee meetings.
Attend and assist at all Executive Committee meetings.
Maintain Senate archives.
Compose routine correspondence, perform data entry and word processing functions, and maintain the database of Senate constituents.
Answer routine questions and provide information on University Senate activities.
Send university-wide surveys on a variety of important campus issues and analyze response data.
Conduct and assemble confidential surveys related to performance evaluations and Senate referenda and elections.
Serve as ex-officio member of the Senate’s Elections, Bylaws, and Constitution Committee
Provide administrative support to other Senate committees as requested.
Prepare presentations for the Board of Trustees.
Other duties as assigned
Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
Apply safety-related knowledge, skills, and practices to everyday work.