Administrative Assistant III, Engineering Academic Affairs

PAY GRADE: 27N

CONTEXT OF THE JOB:

The Administrative Assistant III, under general supervision, is responsible for performing complex secretarial and administrative tasks for student academic enrichment initiatives managed by the Student Development & Support unit and the RISE unit within Engineering Undergraduate Education.

The Administrative Assistant III plays a key role in coordinating a variety of programs and services aimed at enhancing the educational and personal development of all COE students. These efforts include support for established programs, such as the RISE academic and summer programs, and new programs such as the DSU-Summer Engineering Research Experience (SERE), the COE REU collaborative, and the COE Living Learning Community (LLC).

The position requires a high level of independent judgment, initiative and strong problem-solving abilities, along with excellent technical skills.

MAJOR RESPONSIBILITIES:

File Management

• Create and maintain a filing system for easy storage and retrieval of documents, including but not limited to RISE student agreements, RISE Summer Academy forms and applications, Applications to SERE and COE-LLC Peer Mentors.
• Maintain COE Mentoring program data including but not limited to mentor and mentee applications and matching data.
• Assist in the preparation of regularly scheduled reports.
• Maintain and improve filing systems, and enter and manage data.
• Update participant information and progress; communicate participant information with relevant campus partners and stakeholders.
• Maintain high-level of confidentiality and security.

Scheduling

• Maintain unit calendars.
• Schedule appointments and meetings with stakeholders.
• Schedule recurring and non-recurring appointments, meetings and other events.
• Coordinate and schedule student leadership meetings and general staff meetings.
• Assist with planning of program events.

Travel Arrangements

• Plan flights, accommodations, and transportation for staff and occasional student business travel.
• Coordinate bus or van transportation for group site visits, conferences, or department-related travel.

Office Management

• Answer phone calls or emails and direct phone calls or emails to appropriate personnel.
• Prepare and proofread correspondence, reports, and other documents.
• Track and order office supplies, including shopping for special events, and transporting goods to designated locations.
• Order promotional items.
• Ensure student leaders/workers are fulfilling responsibilities and coordinates progress meetings.

Correspondence

• Produce and distribute biweekly RISE announcements.
• Coordinate with COE communications for biweekly undergraduate newsletter.
• Message students with reminders and program updates.
• Coordinate with director, manager, and COE communications about programs, RSVP, or other needed documents and handouts.

Finances

• Submit and reconcile expense reports and monthly p-card statements.
• Prepare and monitor invoices and expenses.
• Assist with contracts as required, gathering quotes and documents and obtaining signatures.
• Process vouchers and payments to individuals/vendors. Monitor payroll for summer program employees.
• Provide monthly overview of accounts traffic including grant funded accounts.
• Coordinate student employment payment process, including new student employee onboarding process.
• Analyze financial transactions to ensure expenditure control and compliance with University policy and standard procedures.

Event Planning Event Planning

• Assist with special activities, such as attending evening or weekend events as needed.
• Submit facilities requests.
• Coordinate with events manager.
• Manage room reservations and catering requests.

Summer assistance

• Submit initial request for summer housing for special programming (SERE/RISE Summer Academy).
• Coordinate meal count.
• Assist with planning group meetings and coordinate guest speakers and room reservations.
• Update application information and confirm paperwork submission.
• Coordinate with IT and COE Communications on website updates and updates to forms processing.
• Process payments to participants.

Perform other duties as assigned.

QUALIFICATIONS:

• High school diploma or GED and three years of related experience. Associate's degree preferred.
• Experience in University environment preferred.
• Knowledge of office management practices and procedures.
• Ability to handle multiple assignments concurrently in a high-paced environment.
• Effective interpersonal and organizational and communication skills.
• Proficient in Microsoft Office and Google Suite, including the ability to create, maintain and query databases and spreadsheets, as well as advanced word processing techniques.
• Experience with electronic information systems (UDSIS, UDataGlance) preferred.
• Experience in large-scale event planning preferred.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.