Administrative Assistant, Mechanical Engineering Department

Position Description About the Mechanical Engineering Department: The Mechanical Engineering Department provides a rigorousengineering education emphasizing technical excellence, hands-onlearning, design, experimentation, research, and professionaldevelopment. The Administrative Assistant is an integral member ofthe department, supporting students and faculty while helpingensure efficient academic and administrative operations. The Mechanical Engineering Department seeks a highly organized,proactive, and service-oriented Administrative Assistant to providecomprehensive support to the Department Chair, faculty, staff, andstudents. As a primary point of contact for the department, thisposition requires excellent communication and organizationalskills, attention to detail, sound judgment, discretion, and theability to manage multiple priorities independently. This is a full-time, in-person, non-remote position Job Responsibilities 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, andprocesses. Provide administrative support to the Department Chair and faculty; coordinate departmental workflow, calendars, records,meetings, room scheduling, meeting minutes, andcommunications. Support ABET accreditation, program assessment, and continuousimprovement by assisting faculty with collecting, organizing,maintaining, and archiving required documentation and data . Provide administrative and logistical support for MechanicalEngineering laboratories, senior design/capstone activities,presentations, seminars, advisory board meetings, studentcompetitions, faculty and student research activities, anddepartmental events. Process purchase requisitions, invoices, reimbursements, travelarrangements, and check requests; assist with budget tracking and reconciliation and coordinate purchasing through systems such asUnimarket. Maintain inventories of departmental supplies, equipment, andfurniture; 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 otherdepartmental academic records. Support faculty and adjunct searches, including applicantfiles, candidate schedules, travel and accommodations,presentations, meals, interview logistics, recommendation letters,and appointment forms. Supervise student workers and graduate assistants, includingwork assignments, timesheet approvals, and related administrativeprocesses. Maintain organized electronic files and paperless processesusing Microsoft Office, shared drives, e-signature platforms,Banner, Coursedog, Moodle, Unimarket, and other Universitysystems. Help maintain the department’s social media presence by sharingand promoting events, activities, and student and facultyaccomplishments. Handle confidential student, personnel, search, and budgetinformation with discretion; provide general technical andadministrative support and perform other duties as assigned. Requirements 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, andattention-to-detail skills. Ability to manage competing priorities, meet deadlines,exercise sound judgment, maintain confidentiality, and workindependently 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. Supplemental Information Preferred: Bachelor's degree; experience in an engineering, STEM,laboratory, or higher-education environment. Experience with purchasing, budgets, academic events, facultysearches, accreditation, assessment, or institutionalreporting. Familiarity with ABET accreditation or willingness to learnaccreditation-related administrative requirements. #J-18808-Ljbffr Manhattan University