Administrative Assistant

Under the general supervision of the Administrative Coordinator, serve as a primary point of contact for Mechanical Engineering and Integrated and Applied Mathematics (IAM) students, faculty, staff, visitors, and external stakeholders. With a focus on service excellence, operational effectiveness, and continuous improvement, independently perform a variety of moderate to complex administrative functions that support the educational, research, outreach, and operational missions of both units.

Responsibilities

• Student and Academic Support (45%)
  • Support undergraduate and graduate students throughout their academic lifecycle, including admissions support, orientation, registration, advising preparation, scholarship administration, teaching assistant appointments, intent-to-graduate processing, and thesis/dissertation defenses.
  • Maintain student records and files in university systems.
  • Coordinate graduate student seminars, orientations, and student communications.
  • Manage advising and pre-registration processes, including database maintenance and monitoring completion of departmental requirements.
  • Process petitions, exemption forms, and graduate school documentation.
  • Support prospective student visits, departmental tours, recruitment activities, and student success initiatives.
  • Provide support for senior design/capstone projects, including purchasing, communication, and project coordination.
• Faculty and Research Support (30%)
  • Serve as an administrative contact for Mechanical Engineering and IAM.
  • Assist with the coordination of departmental and institute meetings, seminars, workshops, conferences, and special events.
  • Manage room reservations, scheduling requests, catering, parking requests, visitor logistics, and event documentation.
  • Assist with budget tracking, procurement processes, purchasing card documentation, reimbursements, and financial recordkeeping.
  • Support accreditation, assessment, and reporting activities through data collection and organization.
  • Maintain departmental and institute records, databases, and electronic filing systems.
  • Assist with website updates, communications, newsletters, and social media activities.
• Integrated Applied Mathematics Support (15%)
  • Coordinate IAM events, seminars, workshops, and outreach activities.
  • Maintain IAM records, communications, and website content.
  • Support IAM-affiliated faculty, students, and visitors.
  • Assist with institute reporting, scheduling, meeting coordination, and special projects.
  • Facilitate communication among IAM participants, university units, and external partners.
• Administrative Services and Customer Support (10%)
  • Provide front-line service to students, faculty, staff, alumni, and visitors.
  • Respond to inquiries and resolve routine administrative issues independently.
  • Maintain office procedures and documentation.
  • Perform other administrative duties as assigned in support of departmental and institute operations.

Requirements

Minimum Acceptable Education & Experience: High school diploma or equivalent and three years of office experience; or specialized training, higher education, or any equivalent combination of education and experience totaling three years.

• Experience supporting academic, administrative, or professional office operations.
• Experience using office productivity software, databases, spreadsheets, and enterprise information systems.

Skills

• Strong customer service and interpersonal skills.
• Excellent written and verbal communication skills.
• Demonstrated organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Ability to work independently while exercising sound judgment.
• Ability to establish and maintain effective working relationships with students, faculty, staff, administrators, and external constituents.
• Proficiency with Microsoft Office applications and web-based software systems.
• Experience with database management, record keeping, and document preparation.
• Ability to handle confidential information with discretion.
• Strong problem-solving and analytical skills.

Other Requirements

• Ability to occasionally work evenings or weekends in support of departmental and institute events.

Preferred Qualifications

• Associate's or Bachelor's degree.
• Experience in higher education administration.
• Experience with Banner, Workday, EMS, Canvas, or similar enterprise systems.
• Experience supporting graduate programs, research activities, or academic departments.
• Experience maintaining websites and social media platforms.
• Experience supporting events, workshops, conferences, or outreach activities.

Pay

Pay Range: $16.05 - $26.37