MIE Executive Office and Admin Specialist

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Bargaining unit consideration begins on 10/21/2026 and ends on 10/28/2026.

Position Overview:

The Mechanical and Industrial Engineering Department is housed in Voss-Kovach Hall and operates several teaching and research laboratories. UMD is a mid-sized regional comprehensive public University of about 8,700 total students located along the shores of Lake Superior. The Industrial Engineering program was established in 1985, while the Mechanical Engineering program was added in 2004 and is a part of the third largest college (the Swenson College of Science and Engineering) in the U of M system.

The department has close connections with local industries and government agencies, and its applied curricula have attracted a growing number of undergraduate and graduate students since its inception. More information can be found at: http://(Use the "Apply for this Job" box below)./mie

This position will oversee the daily activities in the Mechanical and Industrial Engineering Department. The position includes oversight of daily operations as directed by the department head and being the lead for customer service, policies and procedures, schedules, data collection, and undergraduate/graduate student as well as term faculty personnel hiring. This position has extensive responsibilities that directly impact the core academic mission regarding student support, including curricula, course scheduling, registration and record keeping.

Duties/

Responsibilities include:

Administrative Support (50%)

• Oversee daily operations of the department as directed by the Department Head
  • Maintain department electronic filing system
  • Maintain and purchase office equipment and supplies
  • Order and distribute keys and access cards to students, staff, and faculty in coordination with Lab Manager
  • Manage logistics for department visitors
  • Serve on departmental committees
  • Provide customer service for students, faculty, and staff
  • Respond to and initiate inquiries regarding departmental purchasing, personnel, facilities, and operations
  • Respond to and initiate internal and external inquiries as needed
  • Be familiar with University, College, and Department policies and procedures
  • Be able to understand and explain complex policies and procedures and independently resolve problems/questions from both students and faculty
  • Maintain and evaluate processes for department efficiencies
• Plan and prioritize departmental logistics in collaboration with Department Head and faculty, including
  • Departmental events
  • Departmental meetings and minutes
  • Room scheduling
  • Maintain complex schedules and calendars for the department
• Communications
  • Primary email and face‑to‑face communication point for the department
  • Basic ad creation of flyers and announcements, email invitations, etc. as needed
  • Assist with annual newsletter creation for alumni and donors and annual recruiting flyers for prospective students as needed
  • Complete department website updates as needed, including updating department News and Events site regularly
• Human Resources
  • Ensure requests for staff and student (undergraduate and graduate) hiring follows University and department processes
  • Assist with staff, faculty, and student worker searches and recruitment
  • Compose offer letters and complete other personnel paperwork
  • Approve timesheets for student workers and complete biweekly payroll verification
  • Complete other personnel record updates as needed and maintain personnel files
  • Coordinate international employee hires alongside ISSS, reviewing onboarding records, monitoring visa schedules, and maintaining compliance with federal regulations

Academic Support (45%)

• Undergraduate program responsibilities
  • Provi…