Job Information
Michigan Technological University Office Assistant in Houghton, Michigan
Department: Chemistry
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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 other accommodations to apply for employment, or for an interview, at Michigan Technological University, please notify the Human Resources office at 906-487-2280 or .
Job Description Summary
The Office Assistant provides professional administrative support for the Department of Chemistry. This person works closely and cooperatively with the department chair, office staff, and the chemistry graduate program director. The primary responsibilities are to provide administrative support to the chemistry graduate program. The successful applicant will have the ability to work independently to complete assignments, propose improved workflow procedures, and dependably carry out administrative functions requiring accuracy, discretion and confidentiality
Essential Duties & Responsibilities (other duties may be assigned)
Oversee and report on graduate support, including university allocations, research grant funding, fellowships, and department lab fund support.
Interact with administrative departments, the graduate school, the department graduate programs committee (GPC), department chair, and department coordinator to maintain and expand the department graduate programs.
Process graduate program applications for GPC review and prepare acceptance letters.
Organize the department graduate orientation schedule with assistance from administrative departments, the graduate school, the department GPC and teaching supervisors. Communicate with new grad students and process forms related to their enrollment and employment as required.
Organize and track graduate student assignments (teaching/prep/research/other) and support; prepare support letters; process graduate student payroll/EPAFs; enter graduate tuition support; monitor enrollment; collect and organize graduate student teaching and research evaluations.
Assist graduate students with academic forms and travel/leave forms; scheduling of graduate defenses and preparation/distribution of announcements.
Assist the Graduate Programs Committee with the assembly of documents and records for graduate learning outcomes and graduate program assessment; take minutes at GPC meetings; maintain the Graduate Student Handbook; track graduate student
progress-to-degree (qualifying exams/original research proposals/research mode/appropriate stipend level).
Maintain all records for the department's graduate program and for interdisciplinary graduate programs, as needed.
Assist the Department Coordinator with special projects, events, reporting processes, and department functions, as requested.
Assist faculty with organizing the department's weekly seminar series, as requested.
Greet and assist customers in a friendly, courteous manner.
Respond to routine questions and provide information on department programs/procedures.
Support safety programs and apply safety-related knowledge, skills, and practices to everyday work.
Provide back-up services for other department office staff when they are out of the office.
Commit to learning about continuous improvement strategies and applying them to everyday work.
Other duties as assigned.