Administrative Assistant

TYPE: Part-Time

SUMMARY:

The successful candidate will provide administrative support to the Department Chair, the Department Associate Chair, and faculty members within the Department of Mechanical, Robotics, and Industrial Engineering. This role requires proficient use of typical office equipment, standard office computer systems, and a full proficiency using Microsoft Office. The candidate will provide administrative support to the department in the preparation of written materials, word-processing, presentations, copying, scheduling, organizing department events, and related activities.

The candidate will also successfully manage and support the department’s social media presence. Special consideration will be given to candidates with knowledge of Banner and/or Canvas administrative software systems used in university environments. This individual will directly report to the Department Chair.

Additional duties include providing support for all appropriate departmental activities and ensuring that office operations run smoothly and efficiently by performing the following duties.

JOB DUTIES:

Provide comprehensive administrative support to the Department of Mechanical, Robotics and Industrial Engineering, including managing calendars, scheduling appointments, and coordinating meetings and events.

Serve as the primary point of contact for students seeking information or assistance regarding the department, answering inquiries, and directing them to appropriate resources.

Support the Department Chair by organizing departmental files, preparing reports, and assisting with special projects as needed.

Directly support Department Chair in determining staffing needs, processing faculty hires, and tracking faculty work-loads for each semester. Collect and post required job descriptions for all department employment opportunities. Process all employment records within the university’s Banner software system. Work with university human resources to assure the timely processing of all required department employment documentation.

Directly support the department regarding temporary student hires and work with university human resources to assure the timely processing of all department student employment documentation. Process all student employment records within the university’s Banner software system.

Provide direct supervisory guidance to temporary student employees supporting the Department’s office and clerical activities.

Assist faculty members with administrative tasks, including preparing and formatting documents, managing correspondence, and coordinating and processing travel arrangements.

Provide faculty direct administrative, clerical and secretarial support (upon request, review and approval of the Department Chair) for special projects and activities.

Support, but do not manage, timely updates to the department’s university website.

Submit and follow up all department purchase orders in a timely manner within the university’s approved purchasing and accounting processes using the Banner software system.

Support the department’s use of the university’s Canvas academic software.

Responsible for organizing and updating all department wall display cabinets, faculty and staff roster display cabinets, and department’s award and recognition display cabinets per the direction of Department Chair.

Coordinate with Campus Facilities for key distributions to faculty and staff, as required. Manage, track and control all the department’s internal key inventory.

Support and help coordinate the collection and storage of all required academic course documentation including syllabi files, administrative records, and all necessary ABET and Higher Learning Commission accreditation assessment records as defined by the university, the College of Engineering and the department.

Coordinate and manage departmental events, such as workshops, seminars, and conferences, including logistics, scheduling, and communication with participants.

Attend department meetings and provide meeting minutes, distribute to meeting attendees, and permanently store records of those meetings, as required.

Support the department in the student enrollment…