"Administrative Assistant IV"

CONTEXT OF THE JOB:

Under the limited supervision of the Chairperson and the Business Administrator of the Department of Mechanical Engineering, the Administrative Assistant IV will be expected to independently execute the duties of this position. The principal responsibility of this position is anticipating, coordinating, and executing annual academic, recruiting, public relations, and development events for the Department with little input from the Chairperson or Business Administrator. As such, this position demands resourceful problem solving, tact and the ability to maintain confidentiality.

The Department of Mechanical Engineering is a vibrant and growing department, currently with 23 tenure-track and four teaching-focused faculty members, 130+ graduate students and 600 undergraduate students. The Department has significant external funding, including grants from NSF, NIH, DOE, ARL, AFOSR, and industries.

MAJOR RESPONSIBILITIES:

• Oversees or assists with all facets of the daily operations of the Department, ensuring compliance with University, state, and federal laws, policies and regulations.
• Coordinate data compilation, information, execution, and creation of complex Department reports, surveys, strategic plans, special projects and other fact-finding initiatives for the Department Chairperson or Business Administrator.
• Provides guidance to all levels of management on policy questions, financial and administrative matters.
• Prepares and handles highly sensitive, confidential information on behalf of the Chairperson and Business Administrator in situations critical to the overall department operations.
• Completes course scheduling for Mechanical Engineering courses each semester.
• Primary point of contact for Senior Design MEEG401 (ME capstone course) students. Works with 30-40 4-student teams to answer questions and verify department and course policies. Main buyer for student team project materials. Validates each team’s project material spending to keep teams within budget for sponsor billing. Processes motor pool reservations and oversees each team’s travel expenses.
• Primary timekeeper for UD Workforce. Submits time reports and adjusted time sheets as needed for misc wage and student workers.
• Prepare agendas, take minutes and prepare summaries at all fall and spring semester faculty meetings and distributes in a timely manner.
• Coordinate, schedule and manage all logistics (including travel and lodging as necessary) for Department seminars and distinguished speakers, Department meetings and functions. Compiles agendas, schedules rooms, orders refreshments, and takes care of other seminar and meeting details.
• Manages distribution, inventory, and return of department keys and key deposits.
• Receives and screens incoming telephone calls, correspondence, packages, etc. Provides visitor assistance.
• Responsible for repair, maintenance, and inventory of Department office equipment.
• Primary department contact for conference room scheduling.
• Coordinates, compiles and disseminates course and program evaluation materials for the ABET (Accreditation Board for Engineering and Technology) process.
• Member of the Department Safety Committee. Takes minutes at Safety Committee meetings and distributes in a timely manner.
• Manage Department archives with responsibility for record retention processes.
• Report maintenance and equipment issues to safety personnel and facilities as requested.
• Maintain internal and external contact lists including advisory council, and others as needed to support specific programs, collaborations, group emails, etc.
• Order office supplies; maintain Department supply inventory.
• Coordinates textbook orders for all courses adhering to University deadlines.
• Coordinates all major departmental publicity, recruitment, development, and strategy building events.
• Coordinate and oversee all Departmental publicity initiatives, with input from the Department Publicity committee, including independent design, implementation and maintenance of content on the Department’s electronic marketing display and social media platforms.
• Independently handles preparation of our annual Department Magazine; once all data is gathered, coordinates the design and publication with Department Publicity committee and COE communications group.
• Manage data, schedules and activities for the Department Chairperson as well as important Department committees such as the Department’s P&T Committee (e.g. faculty peer reviews, promotion and tenure-related activities).
• Responsible for working with the College Academic Advisement office on Honors Day selections. Works closely with the undergraduate advisors, graduate advisors, faculty and chairperson with information necessary to make award decisions.
• Supervises student workers. Responsible for training, identifying and prioritizing daily work for student workers.
• Plan office activities as related to retirements, holidays, and other internal events which may include coordinating logistics and/or gifts.
• Independently organizes the annual Advisory Council meeting; coordinates with the Chairperson and Business Administrator on the compilation and distribution of the Advisory Council booklet.
• Helps plan faculty retreats.
• Coordinates faculty recruitment and works with chair of the search committee to arrange all candidate visits and travel.
• Manages donor gift records and processing of donor gift acknowledgments.
• Maintains Department thesis/dissertation inventory.
• Works with Chairperson on projects as needed.
• Performs other job-related duties as assigned.

QUALIFICATIONS:

• High school diploma, Associate’s degree preferred, and five years of experience, or equivalent combination of education and experience.
• Extensive knowledge of office practices and procedures.
• Ability to work as a team player and help provide support during events and/or activities when necessary.
• Effective oral and written communication skills with the ability to communicate and interact well with people of all ages and diverse backgrounds internal and external to University communities.
• Effective organizational and prioritization skills, exceptional attention to detail, and excellent proofreading skills.
• Strong analytical and critical thinking skills and the ability to analyze, interpret, summarize, and effectively present data.
• Ability to grasp, retain, and disseminate an extensive and varied body of information with the ability to exercise sound judgment and employ effective decision-making skills.
• Ability to handle multiple assignments concurrently while meeting deadlines with the capability of adapting to rapidly changing environments.
• Ability to handle sensitive material and information confidentially.
• Advanced proficiency with Microsoft Office and Google Drive applications; knowledge of web-content management software is desired.
• Knowledge of University policies and procedures preferred.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.