Senior Office Assistant

Sub Department: Military Science Army ROTC

 

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 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

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

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 candidates will receive the minimum amount $17.24hr

Title of Position Supervisor

Dir. of College Finance & Administration

Posting Type

Internal & External

Dependent on Funding

No

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.

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.

Required Education, Certifications, Licensures* (minimum requirements)