Administrative Assistant

TYPE: Part-Time SUMMARY: The successful candidate will provide administrative support to the Department Chair, the Department Associate Chair, and faculty members within the Department of Mechanical, Robotics, and Industrial Engineering. This role requires proficient use of typical office equipment, standard office computer systems, and a full proficiency using Microsoft Office. The candidate will provide administrative support to the department in the preparation of written materials, word-processing, presentations, copying, scheduling, organizing department events, and related activities. The candidate will also successfully manage and support the department’s social media presence. Special consideration will be given to candidates with knowledge of Banner and/or Canvas administrative software systems used in university environments. This individual will directly report to the Department Chair. Additional duties include providing support for all appropriate departmental activities and ensuring that office operations run smoothly and efficiently by performing the following duties. JOB DUTIES: Provide comprehensive administrative support to the Department of Mechanical, Robotics and Industrial Engineering, including managing calendars, scheduling appointments, and coordinating meetings and events. Serve as the primary point of contact for students seeking information or assistance regarding the department, answering inquiries, and directing them to appropriate resources. Support the Department Chair by organizing departmental files, preparing reports, and assisting with special projects as needed. Directly support Department Chair in determining staffing needs, processing faculty hires, and tracking faculty work-loads for each semester. Collect and post required job descriptions for all department employment opportunities. Process all employment records within the university’s Banner software system. Work with university human resources to assure the timely processing of all required department employment documentation. Directly support the department regarding temporary student hires and work with university human resources to assure the timely processing of all department student employment documentation. Process all student employment records within the university’s Banner software system. Provide direct supervisory guidance to temporary student employees supporting the Department’s office and clerical activities. Assist faculty members with administrative tasks, including preparing and formatting documents, managing correspondence, and coordinating and processing travel arrangements. Provide faculty direct administrative, clerical and secretarial support (upon request, review and approval of the Department Chair) for special projects and activities. Support, but do not manage, timely updates to the department’s university website. Submit and follow up all department purchase orders in a timely manner within the university’s approved purchasing and accounting processes using the Banner software system. Support the department’s use of the university’s Canvas academic software. Responsible for organizing and updating all department wall display cabinets, faculty and staff roster display cabinets, and department’s award and recognition display cabinets per the direction of Department Chair. Coordinate with Campus Facilities for key distributions to faculty and staff, as required. Manage, track and control all the department’s internal key inventory. Support and help coordinate the collection and storage of all required academic course documentation including syllabi files, administrative records, and all necessary ABET and Higher Learning Commission accreditation assessment records as defined by the university, the College of Engineering and the department. Coordinate and manage departmental events, such as workshops, seminars, and conferences, including logistics, scheduling, and communication with participants. Attend department meetings and provide meeting minutes, distribute to meeting attendees, and permanently store records of those meetings, as required. Support the department in the student enrollment processes including admissions, ongoing student enrollment eligibility, course selection and approval, and student graduation. Support the maintenance and updates to the department’s social media accounts, ensuring timely, appropriate, consistent and engaging content on platforms such as LinkedIn, Facebook, Instagram, etc., and assist in confirming these accounts comply with university policies and guidelines for social media Maintain inventory of office supplies and equipment, and place orders as necessary, ensuring smooth operations within the department. Collaborate with other administrative staff within the College of Engineering to ensure seamless coordination and communication across departments. Serve as the department’s point-of-contact to the university’s facilities and maintenance department for coordinating any facilities or classroom maintenance, repair or servicing needs. Maintain confidentiality and handle sensitive information with discretion, adhering to university policies and guidelines. Stay updated on university policies, procedures, and initiatives to provide accurate and current information to faculty, students, and visitors. EDUCATION and/or EXPERIENCE: Associate’s degree or equivalent from two-year college; or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience. Bachelor’s degree preferred. Special consideration will be given to candidates with knowledge of Banner and/or Canvas administrative software systems used in university environments. Must be a quick learner and have the ability to take initiative. Lawrence Technological University (LTU) conducts pre-employment screening on initial candidates for all positions, which may include but is not limited to, a criminal background check, verification of academic credentials, license, certifications, and/or verification of work history. Lawrence Technological University is an Equal Opportunity Employer. » How to Apply All applicants must submit a resume and cover letter to Chris Riedel at View email address on click.appcast.io. #J-18808-Ljbffr