Administrative Assistant, Mechanical Engineering Department

Position Description

About the Mechanical Engineering Department:
The Mechanical Engineering Department provides a rigorous engineering education emphasizing technical excellence, hands-on learning, design, experimentation, research, and professional development. The Administrative Assistant is an integral member ofthe department, supporting students and faculty while helping ensure efficient academic and administrative operations.

The Mechanical Engineering Department seeks a highly organized,proactive, and service-oriented Administrative Assistant to provide comprehensive support to the Department Chair, faculty, staff, and students. As a primary point of contact for the department, this position requires excellent communication and organizational skills, attention to detail, sound judgment, discretion, and the ability to manage multiple priorities independently.

• Serve as a primary point of contact for students, faculty,staff, visitors, and external partners; respond to inquiries anddirect students to appropriate University resources, forms, and processes.
• Provide administrative support to the Department Chair and faculty; coordinate departmental workflow, calendars, records,meetings, room scheduling, meeting minutes, and communications.
• Support ABET accreditation, program assessment, and continuous improvement by assisting faculty with collecting, organizing,maintaining, and archiving required documentation and data .
• Provide administrative and logistical support for Mechanical Engineering laboratories, senior design/capstone activities,presentations, seminars, advisory board meetings, student competitions, faculty and student research activities, and departmental events.
• Process purchase requisitions, invoices, reimbursements, travel arrangements, and check requests; assist with budget tracking and reconciliation and coordinate purchasing through systems such as Unimarket.
• Maintain inventories of departmental supplies, equipment, and furniture; coordinate facilities, maintenance, textbook, desk-copy,laboratory, instructional, and course-related requests.
• Assist with faculty advising assignments, student records,syllabi, office hours, enrollment information, and other departmental academic records.
• Support faculty and adjunct searches, including applicant files, candidate schedules, travel and accommodations,presentations, meals, interview logistics, recommendation letters,and appointment forms.
• Supervise student workers and graduate assistants, including work assignments, timesheet approvals, and related administrative processes.
• Maintain organized electronic files and paperless processes using Microsoft Office, shared drives, e-signature platforms,Banner, Coursedog, Moodle, Unimarket, and other University systems.
• Help maintain the department’s social media presence by sharingand promoting events, activities, and student and faculty accomplishments.
• Handle confidential student, personnel, search, and budget information with discretion; provide general technical and administrative support and perform other duties as assigned.

• Associate's degree or vocational/technical school degree and aminimum of three years of administrative experience.
• Excellent written and verbal communication, interpersonal,customer-service, organizational, time-management, and attention-to-detail skills.
• Ability to manage competing priorities, meet deadlines,exercise sound judgment, maintain confidentiality, and work independently with limited supervision.
• Strong proficiency with Microsoft Office, shared drives,e-signature platforms, and email/calendar systems.
• Ability to quickly and independently learn currently used ornew digital tools and institutional systems such as Banner,Coursedog, Moodle, and Unimarket.

• Bachelor's degree; experience in an engineering, STEM,laboratory, or higher-education environment.
• Experience with purchasing, budgets, academic events, faculty searches, accreditation, assessment, or institutional reporting.
• Familiarity with ABET accreditation or willingness to learn accreditation-related administrative requirements.