Administrative Assistant

Administrative Assistant

The Administrative Assistant has direct responsibility for administratively supporting the Chair of Systems Engineering and Operations Research, the department's academic programs, marketing efforts, course scheduling, and other responsibilities assigned by the Chair.

*Please note that this is not a 100% remote/virtual position, but it is telework friendly. Depending upon your department/office, you may have the ability to telework 1-3 days per week.

Responsibilities:

• Provides daily administrative and operational support to ensure efficient department operations;
• Maintains electronic and physical records, databases, and filing systems in compliance with university policies;
• Coordinates office supplies, inventory, space, telecommunications, and equipment tracking;
• Serves as liaison with facilities, IT, telecom, and space management offices;
• Coordinates teaching schedules with the Department Chair:
• Manage schedules via university information system;
• Monitor enrollment;
• Coordinate with the scheduling office to make necessary changes to classes;
• Provides guidance and assistance to students regarding academic and administrative processes;
• Assigns faculty advisors and administers plans of study in accordance with departmental policies;
• Maintains and updates student academic records and databases;
• Monitors student progress and notifies students of potential academic or administrative concerns;
• Supports course scheduling and academic coordination with departmental leadership;
• Monitors the department email and responds to emails accordingly;
• Assists with reconciliation of departmental accounts;
• Tracks expenditures, purchasing activity, and inventory in compliance with university procedures;
• Provides backup support for hiring, onboarding, and personnel transactions;
• Initiates contracts and enters personnel assignments as requested;
• Processes ePAFs for adjunct faculty and graduate teaching assistants, including terminations when required;
• Collects, maintains, and safeguards official financial and personnel documentation;
• Plans and coordinates departmental events including advisory board meetings, seminars, retreats, graduation events, receptions, and student competitions;
• Arranges travel accommodations for candidates, guest speakers, and students;
• Coordinates meeting logistics including space reservations, catering, materials, and technology support;
• Supports updates to departmental brochures, catalog materials, and marketing content;
• Maintains departmental web pages and social media, email distribution lists, calendars, and LinkedIn presence;
• Conducts routine outreach and communications with students and alumni;
• Supports special initiatives and projects assigned by the Department Chair; and
• Provides backup coverage to other administrative staff to ensure continuity of operations.

Required Qualifications:

• High school diploma or equivalent;
• Experience working in an office setting;
• Experience with fiscal processing/transactions;
• Strong interpersonal and communication skills;
• Ability to work within the university information systems; and
• Proficient computer skills and office software.

Preferred Qualifications:

• Bachelor's degree in a related field;
• Experience with university systems (eVa, Banner, MicroStrategy); and
• Knowledge of university policies and procedures.

Instructions to Applicants:

For full consideration, applicants must apply for the Administrative Assistant at . Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Review of applications will continue until the position is filled.