Classification Title:

Administrative Assistant III

Job Description:

Administrative/Clerical support to the Associate Dean for Research and Innovation in the College of Engineering; maintains calendar and makes appointments, establishes priorities for the Associate Dean’s calendar, as appropriate; screens and routes all incoming calls and mail for the Associate Dean, handles those items not requiring the Associate Dean’s personal attention of response. When Associate Dean is absent, keeps him/her apprised of messages, visits, correspondence or concerns which must be handled urgently.  Coordinates meetings including time, location, parking arrangements, travel for outside visitors, including luncheon and dinner meetings.  Develops, compiles and/or organizes any required materials, as needed; assists the Associate Dean in fulfillment of his/her responsibilities as research administrator, keeping him/her informed of the status of and progress of on-going activities.  Responsible for information management to ensure required deadlines are met.  Maintains records and files for the Associate Dean for Research and Innovation including various organizations or committees (on-campus, industrial and national) of which he/she is chair or active member.  Maintains a computerized contact and address database, coordinates mailing of correspondence and mass mailings.

Coordinates all travel arrangements for the Associate Dean, including research travel; secures hotel reservations, airline reservations, rental cars, required meeting/conference registrations, travel authorization requests, itineraries, meeting and conference presentation materials and travel reimbursement requests.

Coordinates reporting compliance of all centers and institutes in the College of Engineering including the annual update report required by the Provost’s Office.  Maintains all files, requests submission of updates and responses from center directors and assists the Associate Dean in preparing response to the Provost.

Coordinates all processes involved with internal competitions for limited proposal submissions. Maintains HWCOE micro InfoReady site with limited submission proposal’s that require internal review by the ADRI. Oversee the creation, maintenance, and management of InfoReady microsites used for research proposal submission and internal review. Ensure that all proposals are accurately submitted through the platform, properly reviewed by the ADRI, and approved for university-level submission. Will also provide user support, track submission data, and recommend improvements to streamline processes.

Assists with managing student seating for Engineering departments and AI Lab reservations. Overseeing the management of student seating assignments and usage across multiple buildings, including but not limited to Malachowsky Hall, Wertheim, and MAE, using Airtable. The role also includes managing reservations for the Malachowsky Hall AI Lab, ensuring efficient scheduling, enforcing usage policy, and updating policies as needed to meet evolving needs.

Coordinates meetings, communications, and tasks related to the ADRI's research activities.

Cross-trains with other Dean's Office staff in the College of Engineering to support other Dean’s during absences or times of heavy workload, including general front office reception and phone coverage.

Expected Salary:

$23.00-$26.00/hr; commensurate with qualifications and experience

Minimum Requirements:

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Preferred Qualifications: Be a team player and willing to coordinate workload/office coverage with others team members. Possess at least four years of administrative/clerical experience working with administrators. Possess excellent administrative/clerical skills, including proficiency in Microsoft Office applications like Word, Excel, and Outlook. Ability to use own judgment in decision making without input from supervisor. Ability to perform assigned tasks without supervision. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively both verbally and in writing. Ability to handle telephone calls in a courteous and professional manner. Ability to compose routine correspondence. Ability to establish and maintain effective working relations with others. Ability to organize files and other records. Knowledge of office procedures, grammar usage and basic math. Ability to function under highly stressful circumstances. Special Instructions to Applicants:

In order to be considered for this position, applicant must upload a cover letter and resume with application.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No