Human Resources

Summary

Provide professional clerical and administrative support to the Department of Psychology and Human Factors faculty, staff, and students. This position is the first point of contact for all students, faculty, staff, internal/external visitors, and alumni. Excellent interpersonal and communication skills are essential in providing excellent customer service.

Responsibilities 

1. Act as first contact of the department to provide excellent customer service to a diverse population of both internal and external customers. Greet and assist customers in a friendly and courteous manner, receive and direct telephone calls, and independently respond to inquiries for information on established programs and services.
2. Answer routine correspondence and draft responses to non-routine correspondence.
3. Handle campus mail pick up and distribution. Send out UPS and FedEx packages.
4. Manage and monitor departmental social media accounts, websites, and newsletters. Create and publish publicity materials utilizing a variety of software applications including social media.
a. CMS for the PHF websites
b. Facebook, Instagram, and other Social Media updates for PHF
c. Flickr photo updates for PHF
d. Posters and flyers
e. Linkedln
f. Mailchimp for Department Newsletter
2. Coordinate and maintain departmental bulletin boards and display cases.
3. Coordinate and maintain department files, calendars, and email lists. Take meeting minutes, as needed.
4. Provide functional supervision over work-study students.
5. Ensure regular updates with personnel changes including updating signage, ordering business cards, and assisting with onboarding/offboarding employees.
6. Independently purchase and maintain inventory of office supplies. Ensure copiers and printers are working and that necessary supplies are stocked.
7. Coordinate all aspects of rooms assignments, equipment, and misc. services; schedule appointments; process key requests and building access.
8. Coordinate all aspects of prospective student visits, student orientations, guest seminars, and student forums.
9. Assist faculty, students, and guests with travel reimbursements.
10. Collaborate with IT and Facilities for office/building needs and improvements.
11. Coordinate the distribution and collection of academic materials such as book orders, class rosters, evaluations, and syllabi.
12. Assist with course scheduling and process course enrollment waivers.
13. Use Banner to update students' schedules and acquire transcripts for advisors.
14. Access and maintain confidential student information utilizing Banner and Discoverer reports and provide data, as requested.
15. Assist department coordinator with check requests, meals and banquet forms, purchase requisitions, department procurement cards and reallocation process.
16. Coordinate payroll for student employees; originate electronic payroll forms (EPAF) and reallocations, review and process employment forms for new student hires, approve biweekly timesheets, and serve as department timekeeper.
17. Coordinate and assist graduate director in all aspects of the graduate program including but not limited to: graduate admission process; individual student records; orientation sessions, and processing tuition and stipend..
18. Provide clerical support and assistance to faculty, staff, and students on policies and procedures.
19. Plan and assist with departmental activities (department teas/coffee chats, meetings, food orders, student/faculty activities, preview day, etc.)
20. Apply safety-related knowledge, skills, and practices to everyday work.
21. Commit to learning about issues of diversity, equity, inclusion, and sense of belonging (DEIS) and applying them to everyday work. Assist with department-level DEIS initiatives.
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. 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 acquired

Required Experience

● Three years experience in an administrative clerical support position.
● Three years experience using personal computers and basic software packages

Desirable Education and/or Experience

● Experience using BANNER, Webfocus, and Perceptive Content databases, Concur, and Google software.
● Experience with marketing and the use of social media accounts.

Required Knowledge, Skills, and/or Abilities

● Excellent interpersonal, customer services, and oral/written communication skills.
● Demonstrated knowledge of proper grammar, spelling, and punctuation.
● Demonstrated ability to work with accuracy and attention to detail.
● Demonstrated ability to organize and prioritize work assignments independently and take initiatives to solve problems.
● Demonstrated ability to work effectively under conditions with frequent interruptions and meet established deadlines.
● 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

● Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints.

Language, Mathematics and/or Reasoning Skills

Work Environment and/or Physical Demands

● The employee may regularly be required to lift up to 30 pounds.
● The noise level in the work environment is usually low to moderate.
● While performing the duties of this job, the employee is frequently required to stand; walk and reach with hands and arms.
● The employee is regularly required to sit; talk or hear; and use hands.
● Specific vision abilities required by this job include close 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

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.

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

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($17.51/hr).

Title of Position Supervisor

Department Coordinator

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

Additional Information