Administrative Assistant II

About the role

The Administrative Assistant II will provide assistance to the department chair. Reliably and proactively maintain the Department Chair’s calendar, including scheduling meetings, and outside communications as requested. Attend various meetings and record minutes at meetings as requested by the Department Chair. Support the research and administrative operations of the department. Assist with faculty and staff searches following university policy and procedures. Independently plan and coordinate department events. Other administrative duties as assigned.

Responsibilities

• Manage and reconcile procurement expenses for all department faculty monthly, following university policy.
  • Proactively and frequently communicate with research lab managers and faculty.
• Administer all faculty and staff searches following university policy and procedures.
  • Provide administrative support to the search committee and its chair throughout the process, scheduling all online first-round interviews with the candidates and the search committee, planning and executing the logistics for all finalist interviews on campus (including travel, lodging, meals, and constructing visit schedules), and planning follow-up visits for candidates who receive an offer.
• Independently plan and coordinate department events such as faculty retreat, seminar speaker visit schedules, capstone projects, Invest@SU, department recruitment activities (Engineering Exploration Day, OrangeWorks summer program, MAE summer REUs, etc.), and faculty meetings as needed.
  • Make parking reservations and travel reservations for visitors as needed.
• Assistant to the department chair.
  • Reliably and proactively maintain the Department Chair’s calendar including scheduling meetings, and outside communications as requested.
  • Attend various meetings and record minutes at meetings as requested by the Department Chair.
  • Manage timely completion of the annual faculty CV update process.
  • Provide administrative support for the tenure and promotion process including assembling dossiers, preparing and collecting voting ballots, assisting MAE TPC and subcommittee chairs, and submitting final dossiers to the ECS Tenure and Promotion Committee.
  • Provide administrative support for ABET accreditation including collection of assessment materials, reports, and planning for ABET visits.
  • Aid the Department Chair and Budget Administrator with various special reports, projects, events, and daily duties as requested.

Requirements

A bachelor’s degree and 3-5 years of administrative experience in an academic setting are desirable.

Skills and Knowledge

• Proficiency with Microsoft Office applications including MS Word and Excel.
• Excellent oral and written communication skills.
• Ability to work independently.
• Excellent time management and organizational skills.
• Institutional knowledge, discernment, and judgment.
• Ability to interact with a diverse body of students and faculty.
• Collaboration with other staff members.

Benefits

This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

Pay

Salary is commensurate with experience.

Schedule

The position is part-time, with hours to be determined.

Qualifications

Education and Experience: A bachelor’s degree and 3-5 years of administrative experience in an academic setting are desirable.

Skills

• Proficiency with Microsoft Office applications including MS Word and Excel.
• Excellent oral and written communication skills.
• Ability to work independently.
• Excellent time management and organizational skills.
• Institutional knowledge, discernment, and judgment.
• Ability to interact with a diverse body of students and faculty.
• Collaboration with other staff members.