Administrative Assistant, Department of Electrical Engineering and Computer Science, Daytona Beach Campus

Primary Responsibilities

• Manage and coordinate the Department Chair’s calendar, appointments, and scheduling priorities.
• Schedule and arrange meetings for the Chair, faculty members, committees, and departmental groups.
• Reserve classrooms, conference rooms, and event spaces as needed.
• Cook up and support departmental activities and events, including: Graduation activities, New student orientation, Open Houses, Preview Day, Family Weekend, Engineering Week.
• Aid in planning and hosting visits by departmental guests, advisory board members, industry partners, and ABET evaluators.
• Cook up and support departmental meetings, receptions, and special events.
• Cook up and support travel arrangements and assist with expense reporting and reimbursement processes for faculty, staff, students, and departmental guests.
• Maintain departmental files, records, and documentation.
• Process purchases, purchase requests, check requests, reimbursements, and other administrative transactions.
• Aid in the selection and procurement of departmental merchandise, promotional items, and gifts.
• Support faculty office and administrative needs.
• Maintain departmental information boards and displays.
• Supervise and coordinate the work of student office assistants.

Academic Administration

• Provide administrative support to the Department Chair, Associate Chair, and Program Coordinators.
• Aid faculty with textbook orders and instructional materials.
• Schedule and coordinate student exit interviews.
• Support program assessment activities through data collection, organization, and reporting.
• Maintain course records, textbook records, and related academic documentation.
• Prepare and process Ph.D. and Master of Aerospace and Computer (MAC) contracts and related paperwork.
• Aid faculty with hiring and onboarding graders, teaching assistants, and other student academic support personnel.

Fiscal and Financial Support

• Aid faculty with procurement, receiving, and tracking of laboratory equipment, technology, and supplies.
• Support departmental budget administration activities.
• Aid with managing multiple departmental accounts and budget transfers.
• Monitor and maintain documentation associated with departmental expenditures and purchasing activities.

Communication and Departmental Coordination

• Coordinate with the College of Engineering and Technology regarding departmental website updates, digital signage, and visibility initiatives.
• Collaborate with Information Technology personnel regarding equipment and software requests and approvals.
• Cook up and support University Print Services for recruitment materials, brochures, flyers, and promotional publications.
• Maintain departmental copy, print, and fax resources.
• Aid faculty with routine IT and telephone support requests.
• Serve as a liaison with Facilities, Materials Management, Repair Services, and other university departments to support departmental operations.

Working Conditions and Schedule

Some departmental support activities, including graduation events, orientation programs, open houses, Preview Day, Family Weekend, and Engineering Week activities, may occur on evenings or weekends. The successful candidate should be willing and able to provide support for these events as needed.

Qualifications

• Education: Bachelor’s degree from an accredited institution.
• Required Skills, Knowledge, And Abilities: Experience advising, supporting, or interacting with students; strong written, verbal, and interpersonal communication skills; excellent organizational, time-management, and multitasking abilities; demonstrated proficiency with Microsoft Office applications; strong computer literacy and ability to learn new systems and technologies; experience using web-based communication and collaboration platforms such as Zoom and Microsoft Teams; ability to maintain confidentiality and exercise sound judgment; ability to work independently while also collaborating effectively with faculty, staff, students, and administrators.
• Preferred Qualifications: Previous administrative experience in a higher education environment; experience working with university students, faculty, staff, and administration; experience supporting academic departments, educational programs, or student services operations; familiarity with university purchasing, budgeting, travel, and reimbursement processes.