EED Program Assistant

This position serves the Department of Engineering Education (EED) by coordinating administrative functions of the department; representing the department to other administrators and outside agencies; assisting the chair in administration, scheduling, and planning of appointment calendar and travel; managing all details of chair's travel, including coordination of national and international travel itineraries requiring independent decision making, coordination and prioritizing of the chair's schedule and commitments, and post-travel organization and reimbursements; preparing the schedule, agendas, communications, meeting minutes for the department Faculty and Staff meetings and other similar meetings (e.g., Advisory Board meetings); coordinating faculty and staff meetings with the chair; arranging campus visits for department guests (e.g., research seminar speakers, KEEN visits, etc.) including travel, agenda preparation, visit coordination, and reimbursement; preparing department surveys and reports; serving on faculty search committees and reinforcing the importance of practices that support recruitment of a diverse, exceptionally well qualified faculty as needed; assisting with faculty professional leave, annual performance evaluation process for faculty and staff; assisting with visiting scholars; managing materials for faculty reappointment, college Promotion and Tenure (P&T), faculty onboarding and offboarding processes; management of the unit’s file storage system; preparing and distributing weekly announcements to the department; undertaking chair special projects; technology oversight for the department; overseeing EED listservs; supervising and providing work assignments to front desk student employees; serving on the professional development and recognition committee as the chair’s liaison.

33% - serves as assistant to department chair by coordinating administrative functions of the department; representing the department to other administrators and outside agencies; assisting chair in administration, scheduling, and planning of appointment calendar and travel; managing all details of chair's travel, including coordination of national and international travel itineraries requiring independent decision making, coordination and prioritizing of the chair's schedule and commitments, and post-travel organization and reimbursements; managing the chair's complex appointment calendar and coordinating with other leaders' calendars as necessary; preparing, finalizing and/or editing institutional reports requested of chair; resolving department operational problems and employee complaints and grievances

34% - Prepares the schedule, agendas, communications, meeting minutes, and materials (e.g., PowerPoint presentations, surveys, etc.) for the department Faculty and Staff meetings, Advisory Board meetings, etc.; prepares the monthly department Executive Committee meeting schedule, agenda, communication of the agenda, meeting materials and operation, and meeting minutes; Schedules meetings with Human Resources, Fiscal, and Advancement; Schedules monthly meetings with direct reports to the chair; Prepares the Department and Programmatic Advisory Board Meeting schedules, agendas, agenda communication, meeting materials and operation, PowerPoint presentations, and meeting minutes; Arranges campus visits for department guests (e.g., research seminar speakers, KEEN visits, etc.) including travel, agenda preparation, visit coordination, and reimbursement; Prepares department surveys and reports

33% - serves as coordinator for faculty search committees and reinforces the importance of practices that support recruitment of a diverse, exceptionally well qualified faculty; assists with faculty professional leave, annual performance evaluation process for faculty and staff; assists with visiting scholars; manages faculty reappointment, College Promotion and Tenure (P&T), faculty onboarding and offboarding processes; reviews P&T and hiring files for adherence to guidelines; coordinates award nominations for department chair (to include faculty, staff and alumni); attends department meetings; maintains files; performs general administrative and clerical duties; assists with coordination of meetings, committees and faculty and department annual events; other duties and special projects as assigned;

Required Qualifications

High School Diploma or GED, Associate’s degree in relevant field, four years of relevant experience. Proficient in multi-tasking problem-solving and critical thinking. Proficient in the use of Microsoft Office

Desired Qualifications

Bachelor’s degree or relevant experience, Knowledge of University policies rules and regulations Workday system, DocuSign, OnBase PI Portal and Excel. four plus years of relevant experience preferred.