Academic Programs Administrator

Overview

The Samuel Ginn College of Engineering's Mechanical Engineering Department is seeking candidates for an Academic Programs Administrator I/II/III position. The successful candidate must be exceptionally motivated, strongly service-oriented, possess strong organizational and problem-solving skills, have excellent communication and operational management skills, and be fully prepared to thrive in a fast-paced academic environment characterized by dynamic growth.

Responsibilities

This individual will assist the Department Chair and faculty with a variety of high-level administrative/professional program support responsibilities, including:

• Serve as the primary point of contact for the department, providing professional front office support to faculty, staff, students, vendors, and visitors while overseeing daily departmental operations and shared spaces.
• Manage and maintain departmental facilities, conference rooms, office equipment, mail distribution, supplies, and common areas to ensure a clean, organized, functional, and professional environment.
• Coordinate departmental key and card access requests, building maintenance issues, office moves, repairs, and vendor communication while serving as liaison between faculty, Facilities, OIT, ENS, and outside service providers.
• Provide frontline IT and technical support by troubleshooting technology issues, assisting with conference room and classroom functionality, and coordinating resolutions with university support teams.
• Administer hiring, onboarding, payroll, labor distributions, and timekeeping processes for approximately 100 undergraduate student employees each semester, ensuring compliance and accurate payroll processing.
• Recruit, train, schedule, supervise, and mentor front office student employees while coordinating complex semester schedules to maintain consistent operational coverage and a positive, service-oriented environment.
• Manage departmental shipping and receiving operations, including incoming deliveries, outgoing freight and international shipments, and copier and inventory management.
• Coordinate departmental meetings, seminars, receptions, recruitment events, advisory board activities, and special events, including catering, scheduling, room setup, logistics, hospitality, and guest support.
• Organize prospective graduate student visits by coordinating schedules, visitor itineraries, parking, hospitality, and communication between faculty, students, and guests.
• Support faculty and academic operations through exam printing, assignment coordination, proctoring assistance, and other instructional support activities.
• Coordinate ordering and approval processes for promotional items, apparel, and branded materials while working with university communications, licensing, and vendors to ensure compliance with university procedures.

Qualifications

Level I: Bachelor's degree (no specific discipline).

Level II: Bachelor's degree (no specific discipline) and 2 years of experience in project or program administration.

Level III: Bachelor's degree (no specific discipline) and 4 years of experience in project or program administration.

For positions that require the employee to teach, a Master's degree will be required.

SUBSTITUTIONS ALLOWED FOR EDUCATION: Yes, When a candidate has the required experience, but lacks the required education, they may normally apply additional relevant experience toward the education requirement, at a rate of two (2) years relevant experience per year of required education.

Contract Type Continuing