The Assistant to the Chairs of Biomedical Engineering and Mechanical Engineering provides high quality administrative support for the department offices, faculty and staff, and students. Perform services to support an active, student-oriented campus environment. Support the Chairs’ responsibilities for smooth operation of the departments, and communicate with the Chairs on a daily basis to assure all actions that impact the departments are timely, appropriate and approved. Manage, direct, and respond to incoming office correspondence including paper mail, email, deliveries, telephone calls, and walk-in inquiries. Handle and resolve queries as appropriate. Forward irresolvable queries to appropriate faculty or staff members.
Create and monitor the status of requisitions for purchase orders and make purchases by credit card. Charge expenses to appropriate accounts and document purchases and receipt of goods and services appropriately. Monitor departmental budgets and sponsored research budgets via the Cardinal Financials system. Oversee monthly spending, documentation, and management of department budgets. Enter and maintain schedule of departmental classes in the Cardinal Students system. Coordinate instructor classroom needs to accommodate proper classroom size and type.
Process graduate and undergraduate student employee appointments, stipends, and tuition support, and oversee all processes for hiring students, part-time instructors, summer interns, teaching and research assistants, visiting scholars, etc. Support the department chairs and faculty as needed for processes relating to full-time faculty hiring. Monitor undergraduate and graduate student academic records. Assist with maintenance of student tracking sheets. Support and resolve course registration issues in a timely manner. Perform graduation audits, including audits for undergraduate students during the second semester of their junior year, and during the first and second semesters of their senior year, and for all students upon completion of their programs to confirm requirements have been met. Liaison with other university departments and offices for administrative purposes. Serve as department resource for administrative and human resource policies and procedures.
A Bachelor's Degree and at least one year of relevant administrative work experience. Experience must include basic budget monitoring and reporting, front office customer/caller intake experience, and some basic database entry and updating experience. Experience working in an academic environment is preferred. Must be familiar with modern office equipment, including multi-line telephones, networked printers and copy machines, and computers. Must be proficient with Microsoft Office suite, including Word and Excel, and Google Suite. Must be proficient or be able to gain proficiency with PeopleSoft applications (Cardinal Students, Cardinal Financials, etc.). Must have the ability to prioritize multiple tasks concurrently. Must be service-oriented with excellent communication skills, both written and oral.