ENGINEERING - Administrative Assistant for the School of Engineering and Computing

Job Classification

  

Position summary

Supports the Engineering and Computing Chair in providing quality educational programs by assisting with the administration, management, and accreditation requirements of all school programs. This person also functions as team leader for the school support staff and assists in other functions as assigned.

Qualifications summary

• Enjoys working with people individually and in groups


• Evidences the ability to focus and learn quickly


• Displays exceptional time management and organizational qualities


• Exhibits computer proficiency in word processing (preferably Microsoft Word), spreadsheets and database.


• Demonstrates fiscal acuity

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

1. Office

1. Maintain a clean organized office


2. Keep office supplies up


3. Coordinate information between school and university administration


4. Calendars for room assignments, chair, school, office


5. Contract faculty- arrangements, confirmation and financial paperwork


6. Process all student worker employment papers


7. Monitor and Submit payroll for all student workers


8. Curriculum Outlines- create and update


9. Put in maintenance, ITS and Custodial request – and follow through’


10. Maintain files- paper and electronic


11. Plan and implement events like “dead” Friday breakfast, senior presentation refreshments, senior luncheon.


12. Schedule assemblies


13. Keep FACEBOOK, Twitter and Web page updated

2. Bulletin/Course Schedule

1. Submit revisions for all bulletin copy information


2. Scheduling and producing the School of Engineering and Computing class lecture and laboratory dates and times. Assign Rooms and course times with the professor’s preferences considered.


3. Signage outside rooms


4. submit course schedules and revisions

3. Budget/Finances

1. Purchase items requested through web or POs


2. Charge IDC’s for items printed within school/department for others


3. Monitor and approve invoices for payment including department credit card


4. Keep a running track of expenditures-making sure we do not exceed budget


5. Keep track of budget and make sure we spend budget for Under 2500 Equipment


6. Write up requests for capital expenditures as requested

5. Faculty Meetings

1. Set up meeting schedule and send out invitations.


2. Create agenda including minute approval


3. Attend faculty meetings


4. Create minutes in corporation with chair/program director.

6. IPC Meetings

1. Coordinate IPC Meetings and Relationships


2. Schedule, Dinner, Agenda, Packet, Minutes

7. Facilities

1. Facilitate the needs of the faculty for their classroom


2. Update & Organize Classrooms

8. Advising/Recruitment

9. Accreditation & Assessment

Supervisory responsibilities

• Process all Student worker employment papers


• Supervise the student workers in front office- to keep office running smoothly


• Monitor and Submit payroll for all student workers

Qualifications

• Demonstrates the attributes of a skilled team player


• Indicates self-confidence and a positive attitude with an outgoing personality


• Enjoys working with people individually and in groups


• Evidences the ability to focus and learn quickly


• Displays exceptional time management and organizational qualities


• Demonstrates ability to work on multiple projects with frequent interruptions


• Exhibits computer proficiency in word processing (preferably Microsoft Word), spreadsheets and database


• Demonstrates advanced editorial, proof-reading and document formation skills


• Exhibits the ability to compose original letters and other correspondence with given information


• Types a minimum of 50 wpm with 100% accuracy


• Demonstrates fiscal acuity

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

• Exhibits computer proficiency in word processing (preferably Microsoft Word), Word, EXCEL,


• PowerPoint and Publisher


• Types a minimum of 50 wpm with 100% accuracy

Interpersonal interactions

• Indicates self-confidence and a positive attitude with an outgoing personality


• Enjoys working with people individually and in group

Physical demands

• Able to sit and stand for extended period of time


• Ability to lift 25 pounds

Work environment

• Office environment and social settings