Administrative Support Specialist, School of Engineering

About the role

Reporting to the Assistant Dean, this role provides essential clerical and administrative support to the Mechanical and Chemical Departments within the School of Engineering. The Administrative Support Specialist ensures smooth daily operations, supports faculty, students, and departmental initiatives, and contributes to a welcoming and professional environment.

Responsibilities

• Reception & Communication
  • Answer, screen, and direct phone calls, emails, and in-person visitors.
  • Reply to questions promptly and effectively in accordance with established office procedures, University policies, and general instructions.
  • Facilitate clear communication to promote collaboration and efficiency.
  • Direct individuals to appropriate personnel or office for specialized support.
  • Serve as a liaison between departments, students, faculty, staff, and the public.
  • Maintain department bulletin boards and ensure the professional appearance of office suites.
• Scheduling & Logistics
  • Coordinate room reservations, committee scheduling, mail and package handling, and travel arrangements.
  • Manage departmental calendars, reports, proofreading, and general clerical tasks.
• Document & Data Management
  • Prepare, proofread, and edit correspondence, reports, and presentations.
  • Maintain physical and digital filing systems and databases.
  • Perform data entry and verify information accuracy.
• Office Operations
  • Manage and safeguard sensitive and confidential information with discretion.
  • Maintain inventory of office, teaching, and research supplies.
  • Place orders and ensure timely availability of department resources.
• Support for Personnel/Programs
  • Provide clerical support for faculty searches and recruitment processes.
  • Coordinate special events such as camps, workshops, senior projects, and recruitment activities.
  • Monitor departmental budget expenditures, process check requests, invoices, and expense accounts.
  • Communicate budgetary issues with the Dean’s Office and/or department leadership.
• Secondary Responsibilities
  • Respond to customer and departmental inquiries with timely updates.
  • Perform other job-related duties as assigned or directed to support departmental needs and align with the mission, values, and goals of the School of Engineering.

Minimum Qualifications

• Required
  • High School Diploma or GED.
  • Three (3+) years of secretarial or administrative support experience in a service-oriented environment. An equivalent combination of experience and education may be considered.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Ability to effectively use email systems, electronic calendars, and the Internet for research and information gathering.
  • Exceptional verbal and written communication skills across multiple formats (phone, email, voicemail, and in-person).
  • Strong proofreading and editing abilities.
  • Ability to build positive working relationships and interact professionally with diverse groups.
  • Ability to prioritize tasks, maintain filing systems, and follow oral and written instructions accurately.
  • Demonstrate basic arithmetic proficiency.
  • Ability to answer business telephones and manage routine office correspondence with accuracy and efficiency.
  • Manage sensitive information with discretion and professionalism.
• Preferred
  • Experience with database management systems.
  • Advanced proficiency in Microsoft Office applications, including Access.
  • Expertise in performing mail merge functions for correspondence.
  • Three (3+) years of progressively responsible secretarial or administrative support experience.

Physical Requirements and/or Unusual Hours

• Ability to remain seated for extended periods while performing clerical and computer-based tasks.
• Ability to lift and move office supplies, materials, or small equipment weighing up to 10 pounds.
• Flexibility to adjust work schedule occasionally for special events or urgent administrative needs.