"Administrative Assistant – Mechanical Engineering"

The position will serve the Mechanical Engineering Department (80%), and (20%) services to the Associate Dean. The person will welcome visitors to the office and provide direct support. They will provide administrative and academic support for course scheduling, departmental email correspondence, and response to requests from other administrative offices. The position is also responsible for managing the Mechanical Engineering operating budget, event planning, including room reservations, catering, travel arrangements, processing expense payments, Chrome River, payroll, course catalog changes, processing SPA’s, as well as any other assigned additional duties. The support for the Associate Dean may include support of accreditation documentation, travel, and scheduling.

DUTIES AND RESPONSIBILITIES:

• Financial administration: Managing the department budget, preparing detailed budget reports, and monitoring startup accounts for new faculty. This also entails submitting monthly expense reports in Chrome River and report of business expenses. This person is also responsible for providing budget assistance for the faculty and for submitting SPA’s for summer salary.
• Scheduling & event planning: Scheduling meetings for the department chair and planning department events (e.g. candidate interview agendas, social events with students).
• Office reception duties: Welcoming visitors to the office suite and answering questions from students who come to the office; ordering and restocking office supplies and snacks; picking up packages from the mailroom and unpacking as needed.
• ABET data collection: Collecting and organizing assessment data from the Associate Dean at the end of each term to prepare for ABET accreditation.
• Course catalog and Scheduling administration: Submits course catalog forms to add or revise new courses, organizes and submits course catalog proofs to the registrar each term, and assists faculty with scheduling their courses each term.
• Assists Associate Dean: Assists Associate Dean for Science and Engineering with administrative tasks like accreditation, scheduling and expense reports.
• Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications: High School Diploma or equivalent.

Preferred qualifications: Bachelor’s degree in business administration or a related field from an accredited institution.

Ability to establish and maintain effective working relationships with the University Community. Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.