Administrative Associate 4

Position Information

Position Information

Position Number 133150
Working Title Administrative Associate 4
Job Title Administrative Associate 4
Department Mechanical Engineering
Job Type Full-Time
Job Purpose

First point of contact for students and assists with all functions regarding their academic requests and records.

Essential Functions

Assist all undergraduate Mechanical Engineering students with course selection, paperwork, and all related questions. Assist students with all academic needs, permits and wait-lists. Answer phones; greet students and visitors. Assist faculty with room assignments, and other duties and issues. Maintain the department Chair’s calendar. Sort and deliver mail. Upload all syllabi to the accessibility website each semester. Prepare book orders for the library. Order and maintain office supplies. Maintain undergraduate and graduate student files. Email students with registration and other information. Assist student organizations with meeting room reservations. Assist in the evaluation of transcripts and preparation of flowcharts through Visio. Oversee student workers. Maintain key inventory. Assist with co-op reports and SOAR orientation. Maintain spreadsheets for graduate applicants and current students. Enter semester courses into banner and classrooms schedules.

Minimum Qualifications

High school diploma or equivalent. Three years of secretarial/general office experience. As the first point of contact for those who visit the department, the person filling this position must have a welcoming, positive, helpful personality and excellent communication skills. Ability to interact and effectively assist individuals of a variety of different backgrounds. Ability to maintain a calm composure during occasional periods and overload of visitors in the office and the accompanying higher stress environment. Working knowledge of various office software such as MS Outlook, MS Word, MS Excel. Ability to work with minimum supervision. Ability to effectively supervise student workers.

Preferred Qualifications

Bachelor’s degree. Prior experience in an academic environment. Experience with Banner INB and SSB. Knowledge of Mechanical Engineering catalogs and courses.

Work Hours

Typical hours are Monday-Friday, 8:00 a.m. – 4:30 p.m.

Compensation and Benefits

Salary Commensurate with education and experience; Clerical and Support Skill Level 6.
Benefits Information

Benefits include the initial accumulation of one vacation day per month and one sick leave day per month, and thirteen University holidays. Other benefits include medical and life insurance (shared cost with the university), retirement, optional 401k, and educational benefits.

Posting Details

Posting Date 12/06/2017
Deadline Date 12/18/2017
Special Instructions to Applicants

Applicants will be required to electronically upload a cover letter addressing how the applicant’s skills and abilities meet the qualifications for the position, resume, and complete contact information for three professional references at time of application. References will be contacted at a later date. Submission of materials is the applicant’s responsibility. Applications without all required materials are incomplete and will not be considered.

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. List of References
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  2. * Do you have three years of secretarial or related office experience?
    • Yes
    • No
  3. * How did you hear about this job opportunity?

    (Open Ended Question)