Administrative Assistant

Administrative Assistant

About the Opportunity

Job Summary:

The Administrative Assistant in the College of Engineering Undergraduate Academic Advising Office will provide operational support to the Undergraduate Academic Advising team with specific emphasis during Add/Drop, Academic Review, Welcome Week, Commencement, Orientation, and Registration.

Responsibilities include overseeing the hiring and management of work-study students, coordinating academic major and minor change requests, collaborating with offices across campus to support course evaluation and enrollment operations, moderating Zoom drop-in advising appointments, and providing data collection and analysis support. Additional responsibilities include organizing and scheduling events and meetings, managing calendars, troubleshooting virtual meeting technology, maintaining website content, responding to phone and email communications, coordinating systems and processes, and ordering and tracking equipment and office supplies.

Key Responsibilities & Accountabilities:

1. Administrative & Operational Support

• Support the office with academic review logistics and correspondence
• Coordinate academic major and minor change requests by updating student records in Salesforce and sending correspondence through the Navigate platform
• Partner with advisors, faculty, and the Transfer Credit Office to support the course evaluation process for incoming and current students
• Oversee virtual drop-in appointments using Zoom
• Support new hire onboarding logistics
• Collect, synthesize, and report on student data
• Assist in setting up and maintaining data collection systems using Microsoft 365 tools such as Forms and Power Automate
• Oversee and coordinate course enrollment, rollover, and faculty evaluations for General Engineering courses
• Work collaboratively with the Web Master to maintain the department website
• Provide administrative support to college committees

2. Office Management

• Oversee all front office logistics including answering phones, greeting guests, managing calendars and confidential records, tracking and ordering office equipment and supplies, organizing front office coverage, and maintaining facility work orders
• Coordinate staff morale initiatives
• Manage office space utilization using the Robin scheduling system
• Maintain the overall appearance of the office

3. Event Management

• Support the office with Orientation, Welcome Week, Commencement, and first-year events by coordinating room reservations, catering, work-study coverage, and room and technology setup needs

4. Supervision

• Collaborate with the Student Employment Office to post work-study positions
• Oversee the hiring, training, and supervision of work-study students
• Review and approve weekly timesheets

Minimum Qualifications

• Associate's degree required; Bachelor's degree preferred
• Must demonstrate excellence in customer service, professionalism, and communication skills
• Knowledge of office administration practices and processes; basic proficiency with Microsoft Office / Microsoft 365 products including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint
• Experience using Zoom and Excel functions such as pivot tables and XLOOKUP is preferred
• Ability to learn new systems quickly and carry out projects, ensuring work is completed accurately and on time
• Demonstrated excellence in managing multiple priorities with strong organizational skills and attention to detail
• Must exercise sound judgment and discretion in maintaining and safeguarding the confidentiality of sensitive information

Documents Required

• Resume
• Cover Letter

Position Type

General Administration