Administrative Assistant

Under minimal supervision from the Assistant to the Chair of the Electrical Engineering Department, provide administrative support to the Department's full-time Faculty, students, and Lecturers as needed. Compile, organize, type, and edit various technical documents and other correspondence using Microsoft Word, PowerPoint, and Excel, as well as Photoshop. Create Faculty's Office-Hours cards and post. Arrange and schedule visitor seminars, workshops or meetings. Coordinate with Faculty to arrange guest speaker schedules, catering, courtesy parking, travel, and audio-visual equipment as needed. Process travel reimbursements for Faculty and students utilizing SAP Concur. Process orders/purchasing from the order queue for Faculty and/ or students using BruinBuy, PCard, and internet as needed. Serve as back-up to Chair's Assistant in updating the departmental website and newsletter for special events and news postings. Participate in the Department Annual Research Review, maintain/ verify list of registrars, prepare name tags, registration sign-in sheets, and assisting attendees as needed. Provide support for Department functions and back-up to other Admin Assistants as needed. Acts as primary coordinator for the Fast Track Program, being a point of contact for those enrolled and maintaining a database and tracking of all students throughout the program, as well as updating Fast Track website pages as necessary.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

11
Records

Qualifications

Required/Preferred

Ability to learn and use desktop publishing such as Adobe Acrobat, Photoshop, and Microsoft Office suite (Word, Excel, PowerPoint) for the preparation of technical documents and publications containing graphics and photographs.

Required

Demonstrated oral and written communication skills sufficient to establish effective working relations with all levels of University faculty, staff, and students.

Required

Skill in writing grammatically correct routine business correspondence.

Required

Skill in editing correspondence, technical reports, lecture notes, etc., for correct grammar, spelling, and punctuation.

Required

Demonstrated ability to work in a cooperative manner and maintain congenial working relationships with staff, supervisors, faculty, students, and off-campus affiliates.

Required

Ability to work independently, meet deadlines, set priorities and follow through on completing assignments with frequent interruptions and disruptions to meet deadlines.

Required

Organizational skills to maintain files, databases, and supplies.

Required

Knowledge of and skill in updating websites.

Preferred

Skill in and familiarity with utilizing website programming languages and software, such as HTML and FTP.

Preferred

Skill in using campus systems such as BruinBuy and Travel Express.

Preferred

Experience in coordination of special events/programs, including securing locations,

planning menus and other setups with caterers and vendors, supervising the production

of invitations and other related materials, keeping track of guest attendance.

Preferred

Additional Posting Information

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
01-18-2024

External Posting Date:

Salary : $28 - $40