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

Position: Administrative Assistant, Department of Electrical Engineering and Computer Science, Daytona Beach Campus
Job Description

The Opportunity

The Department of Electrical Engineering and Computer Science (EECS) at Embry-Riddle Aeronautical University's Daytona Beach Campus invites applications for the position of Administrative Assistant. This role provides comprehensive administrative and operational support to the Department Chair, Associate Chair, Program Coordinators, and faculty members across a wide range of academic, financial, operational, and communication functions.

The Administrative Assistant serves as a central point of coordination for departmental activities and plays a critical role in ensuring the efficient daily operation of one of the university's largest and most dynamic academic departments. The successful candidate will be highly organized, service-oriented, and capable of managing multiple priorities while working effectively with students, faculty, staff, administrators, and external visitors.

Primary Responsibilities

Operational Administration:

* 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.

* Coordinate and support departmental activities and events, including:

* Graduation activities

* New student orientation

* Open Houses

* Preview Day

* Family Weekend

* Engineering Week

* Assist with planning and hosting visits by departmental guests, advisory board members, industry partners, and ABET evaluators.

* Organize and support departmental meetings, receptions, and special events.

* Coordinate 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.

* Assist with 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.

* Assist 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.

* Assist faculty with hiring and onboarding graders, teaching assistants, and other student academic support personnel.

Fiscal and Financial Support

* Assist faculty with procurement, receiving, and tracking of laboratory equipment, technology, and supplies.

* Support departmental budget administration activities.

* Assist 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.

* Coordinate with University Print Services for recruitment materials, brochures, flyers, and promotional publications.

* Maintain departmental copy, print, and fax resources.

* Assist 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.

Embry-Riddle:
Celebrating 100 Years of Leadership in Aviation and Aerospace

As Embry-Riddle Aeronautical University marks its Centennial, we proudly celebrate 100 years of advancing the future of flight and aerospace education. With vibrant residential campuses in Daytona Beach, FL, and Prescott, AZ - and a Worldwide network spanning nearly 120 global locations - Embry-Riddle stands as the world's largest aviation and aerospace university.

For a century, we have led innovation in STEM education, serving more than 30,000 students around the globe. Our cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space empower the next generation of leaders to shape the future of flight, exploration, and discovery.

As we…