Senior Office Assistant

Department: College Of Engineering

Summary

Provide professional clerical and administrative support functions for the College of Engineering. Provide excellent front line customer service to faculty, staff, students, and visitors. This position requires the ability to work independently, with accuracy and attention to detail while meeting deadlines in a fast-paced environment.

Responsibilities 

• Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner, independently respond to inquiries and provide information on established programs and services.
  
• Greet customers, receive, screen, route and/or respond to telephone calls, engineering emails, and other correspondence.
  
• Handle daily campus mail pick up and distribution. Send out UPS and FedEx packages.
  
• Utilize the suite of google tools to collect responses to surveys/forms, maintain content on google sites, and compile data as needed.
  
• Plan and coordinate departmental functions and events, including departmental meetings and retreats.
  
• Prepare giveaway items for alumni socials, individual meetings, and other events.
•  Assist with special projects
  
• Serve as equipment coordinator; maintain equipment inventory utilizing ASPIRE
  
• Assist in creating publications as needed; design, verify, edit, and proofread letters, flyers, brochures, posters.
  
• Process check requests, reallocations, purchase requisitions, inter-account bills, invoices, cash deposits, banquet and entertainment forms
  
• Coordinate and process mailings to prospective students, parents, high schools, home schools, alumni and student organizations.
  
• Assist with webinars to coordinate high volume mailings and print event posters
  
• Access and extract information and reports such as Banner, Webfocus, Aspire, and Digital Measures
  
• Assist with preparing travel arrangements and process travel reimbursements
  
• Maintain a departmental purchasing card and process Concur reports
  
• Process Electronic Personnel Action Forms as needed
  
• Hire and supervise College of Engineering student employees
  
• Collaborate with IT for office needs and improvements. Submit facilities work orders for the College of Engineering.
  
• Purchase and maintain inventory of office supplies, supplies for reception area, miscellaneous supplies, ordering office furniture and decorations, ensuring copiers and printers are working, and having program brochures or other publications available. Order name tags, name plates, business cards, College of Engineering envelopes and letterhead.
  
• Assist with coordinating special events such as the advisory board meetings, research initiative events, inaugural inductee events, first year engineering lecturer, and open houses.
  
• Assign building card and key access for the College of Engineering.
  
• Oversee the departmental conference room reservations.
  
• Maintain confidential faculty, staff and College of Engineering files.
  
• Know and use advanced features of software; create database/spreadsheet files to organize and maintain data, and utilize word processing software to develop correspondence and other written materials.
  
• Maintain current knowledge of University policies and procedures
  
• Integrate safety practices into daily activities.
  
• Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
  
• Perform other duties as assigned.
  

Required Education, Certifications, Licensures

• High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities can be required.

Required Experience

• Three years of experience in customer service, secretarial or adm