Administrative Assistant, Department of Electrical Engineering and Computer Science, Daytona Beach Campus

Administrative Assistant

The Department of Electrical Engineering and Computer Science (EECS) at Embry-Riddle Aeronautical University's Daytona Beach Campus invites applications for the position of Administrative Assistant. This role provides comprehensive administrative and operational support to the Department Chair, Associate Chair, Program Coordinators, and faculty members across a wide range of academic, financial, operational, and communication functions.

The Administrative Assistant serves as a central point of coordination for departmental activities and plays a critical role in ensuring the efficient daily operation of one of the university's largest and most dynamic academic departments. The successful candidate will be highly organized, service-oriented, and capable of managing multiple priorities while working effectively with students, faculty, staff, administrators, and external visitors.

Primary Responsibilities

• Manage and coordinate the Department Chair's calendar, appointments, and scheduling priorities.
• Schedule and arrange meetings for the Chair, faculty members, committees, and departmental groups.
• Reserve classrooms, conference rooms, and event spaces as needed.
• Coordinate and support departmental activities and events, including graduation activities, new student orientation, open houses, preview day, family weekend, and engineering week.
• Assist with planning and hosting visits by departmental guests, advisory board members, industry partners, and ABET evaluators.
• Organize and support departmental meetings, receptions, and special events.
• Coordinate travel arrangements and assist with expense reporting and reimbursement processes for faculty, staff, students, and departmental guests.
• Maintain departmental files, records, and documentation.
• Process purchases, purchase requests, check requests, reimbursements, and other administrative transactions.
• Assist with the selection and procurement of departmental merchandise, promotional items, and gifts.
• Support faculty office and administrative needs.
• Maintain departmental information boards and displays.
• Supervise and coordinate the work of student office assistants.

Academic Administration

• Provide administrative support to the Department Chair, Associate Chair, and Program Coordinators.
• Assist faculty with textbook orders and instructional materials.
• Schedule and coordinate student exit interviews.
• Support program assessment activities through data collection, organization, and reporting.
• Maintain course records, textbook records, and related academic documentation.
• Prepare and process Ph.D. and Master of Aerospace and Computer (MAC) contracts and related paperwork.
• Assist faculty with hiring and onboarding graders, teaching assistants, and other student academic support personnel.

Fiscal and Financial Support

• Assist faculty with procurement, receiving, and tracking of laboratory equipment, technology, and supplies.
• Support departmental budget administration activities.
• Assist with managing multiple departmental accounts and budget transfers.
• Monitor and maintain documentation associated with departmental expenditures and purchasing activities.

Communication and Departmental Coordination

• Coordinate with the College of Engineering and Technology regarding departmental website updates, digital signage, and visibility initiatives.
• Collaborate with Information Technology personnel regarding equipment and software requests and approvals.
• Coordinate with University Print Services for recruitment materials, brochures, flyers, and promotional publications.
• Maintain departmental copy, print, and fax resources.
• Assist faculty with routine IT and telephone support requests.
• Serve as a liaison with Facilities, Materials Management, Repair Services, and other university departments to support departmental operations.

Working Conditions and Schedule

Some departmental support activities, including graduation events, orientation programs, open houses, Preview Day, Family Weekend, and Engineering Week activities, may occur on evenings or weekends. The successful candidate should be willing and able to provide support for these events as needed.

Perks Await You at Embry-Riddle!

• Generous Time Off: Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution with no vesting period.
• Personal Leave: Relax with 12 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.

Qualifications

Required Education

• Bachelor's degree from an accredited institution.

Required Skills, Knowledge, and Abilities

• Experience advising, supporting, or interacting with students.
• Strong written, verbal, and interpersonal communication skills.
• Excellent organizational, time-management, and multitasking abilities.
• Demonstrated proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong computer literacy and ability to learn new systems and technologies.
• Experience using web-based communication and collaboration platforms such as Zoom and Microsoft Teams.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently while also collaborating effectively with faculty, staff, students, and administrators.

Preferred Qualifications:

• Previous administrative experience in a higher education environment.
• Experience working with university students, faculty, staff, and administration.
• Experience supporting academic departments, educational programs, or student services operations.
• Familiarity with university purchasing, budgeting, travel, and reimbursement processes.

Application process/requirements

Review of applications will begin immediately and will continue until the position is filled.

To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition number R311581. Please attach all relevant materials to your application when you apply online. Complete submissions include:

• Cover letter
• Resume
• Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process)

Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday.