Administrative Specialist, The Department of Materials Science and Engineering

Major Responsibilities

• Assist with all facets of the daily operations of the Department of Materials Science and Engineering, ensuring compliance with university, state, and federal laws, policies, and regulations.
• Serve as the first point of contact for the Department of Materials Science and Engineering—answering or directing queries via phone, email, or in person.
• Plan events with significant autonomy, including budgeting, execution, and follow-up activities. Recommend improvements to the Business Administrator on administrative practices and procedures.
• Review and assess reports from Development & Alumni Relations, prepare donor acknowledgement letters, and track and prepare financial reports on donations made to the department.
• Maintain listing of department alumni, disseminate correspondence and invitation to events as appropriate.
• Provide updates on the Department via various social media platforms (LinkedIn, Facebook, X, Instagram, etc.).
• Proactively monitor and maintain supply inventory, ordering office supplies as necessary.
• Schedule seminars, faculty meetings, student group meetings and other department events including reserving rooms, itinerary, hotel reservations and travel accommodation as needed.
• Maintains department website, updating current news, events, and department program information.
• Support Faculty Search Committees, coordinating faculty recruitment efforts with the chair to arrange all candidate visits.
• Lead on department outreach, communication, and assist with recruitment events.
• Facilitate, manage, and organize events for department functions including: Welcome Reception, Department Holiday Gathering, Awards Banquet, Arts in Materials Contest, Student Symposium, MRS Career Day and Annual Events.
• Coordinate appropriate facilities, equipment, personnel schedules, catering, technology, logistical requirements for incoming candidates.
• Support faculty affairs processes including the tracking and support management of key faculty-related processes such as peer review, contract renewal, promotion and tenure, leave of absence, and faculty recruitment.
• Independently organize the annual External Advisory Council meeting.
• Submit requests for payments to individuals, vendor payments and financial record keeping as it relates to the departmental events.
• Serve as the primary point of contact for Concur and purchasing cards.
• Manage administrative and financial processes, including procurement, travel, expense reconciliation, and budget tracking in accordance with university policies; prepare and submit expense reports on behalf of faculty, ensuring compliance and efficient financial operations.
• Reconcile faculty procurement card transactions; work closely with the College Business Office to ensure proper adherence to governing policies.
• Help Business Administrator to manage and approve faculty and graduate student travel reimbursement request and expense reports in Concur.
• Ensure charges are allowable and in line with Department and University policy.
• Utilize electronic systems such as UDSIS, PeopleSoft, Concur credit card system, and Microsoft Office Suite.
• Develop and maintain department and chair calendars. Schedules recurring and non-recurring appointments, meetings, and other events. Manages conference room scheduling.
• Manage all aspects related to student and miscellaneous wage employee hires, including coordinating with College HR personnel and the Office of International Students and Scholars.
• Maintain Department personnel files, including time tracking for non-exempt employees. Edit and approve hours for student and miscellaneous employees using time tracking software.
• Perform miscellaneous job-related duties as assigned.

Qualifications

• Bachelor’s degree and three years of experience, or equivalent combination of education and experience.
• Knowledge and experience in office management procedures and best practices.
• Proficiency with social media platforms, Microsoft Office, Excel, PowerPoint, Google suite, with demonstrated ability to create spreadsheets and advanced word processing techniques.
• Experience with electronic information systems such as UDWorkforce, Concur and UDExchange.
• Strong analytical and critical thinking skills with the ability to analyze, summarize, and effectively present complex data.
• Effective leadership, organizational, interpersonal, and communication skills.
• Effective verbal and written communication skills, including proficiency with grammar, punctuation, spelling, and composition.
• Ability to handle multiple assignments concurrently.
• Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
• Knowledge of University Policies and Procedures preferred.