Administrative Assistant

Job TitleAdministrative AssistantJob DescriptionThe Administrative Assistant will provide administrative support to the three core academic engineering units: The Department of Chemical Engineering, the Department of Electrical and Computer Engineering and the new Department of Mechanical Engineering Department. This position serves as the primary front-facing representative for those offices, handling daily administrative workflows, answering inquiries from students, faculty and staff, coordinating schedules, and processing routine administrative and executive transactions to ensure smooth daily operations across the multiple engineering disciplines. The successful candidate will report directly to the Dean.Examples of DutiesWorkflow Coordination: Manage the administrative workflow of the Chemical Engineering, Electrical and Computer Engineering and Mechanical Engineering DepartmentsMeeting Administration: Prepare detailed meeting minutes, manage schedules, and organize agendas.Stakeholder Liaison: Communicate effectively with a diverse network of administrators, faculty, staff, and external entities.Departmental Clerical and Office SupportDepartment Reception: Greet visitors, answer phone lines, and triage incoming emails for the three engineering departments, routing inquiries to the appropriate faculty or staff.Mail and Supply Logistics: Receive, sort, and distribute incoming mail and packages; monitor, order, and restock general office and copy room supplies for all three departments.Filing and Data Entry: Maintain organized digital and physical filing systems for departmental records; perform routine data entry into university databases.Facilities Coordination: Submit and track routine maintenance requests and facility work orders for offices, classrooms, and shared department spaces.Student and Faculty Customer ServiceStudent Navigation: Guide undergraduate and graduate engineering students toward standard academic forms (e.g., add/drop, major declarations, graduation checklists) and direct them to appropriate academic advisors.Faculty Support: Assist new faculty and adjunct instructors with obtaining office keys, campus IDs, syllabi templates, and general office orientation.Event Assistance: Provide hands-on clerical support during major school events, such as engineering career days, graduation receptions, and student orientations.Confidentiality and Compliance: Handle all student records, grades, and faculty data with strict confidentiality in alignment with university policies and FERPA guidelines.Schedule and Academic CoordinationTravel Arrangements: Assist faculty with routing standard travel authorizations and processing routine expense reimbursements.Typical QualificationsEducation: Bachelor's degree is preferred.Experience: Three (3) years of administrative assistance experience and/or professional office training or experience, ideally in an education or fast-paced team environment. Experience working at Hampton University preferred.Technical Skills: Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel) and an aptitude to learn and work within the Banner system and ability to quickly learn university-specific databases and purchasing systems.Core Competencies: Outstanding customer service skills along with strong oral and written communication capabilities. Strong organization skills and attention to detail; friendly, professional customer service demeanor; ability to multi-task and switch between tasks for different departments seamlessly.We offer a complete benefits package to full-time employees and part-time employees who regularly work 20 hours or more per week including health care, dental, vision, retirement, life insurance, short-term disability, long-term disability, legal insurance, accident, critical illness, hospitalization, tuition remission, holidays, vacation, and sick leave.Hampton University