Administrative Assistant

Department: Col of Engineering and Computing

Classification: Education Support Spec 2

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Undergraduate Student Services Office, within the College of Engineering and Computing (CEC), serves undergraduate students by being the focal point of knowledge regarding policies and procedures, program offerings/requirements, and university resources. Primary functions of the Undergraduate Student Services Office include the following activities: processing of academic requests; marketing undergraduate programs and recruiting high school and transfer students; providing retention and other student support services; coordinating career related programs and activities; providing opportunities for student professional development; preparing appropriate reports and documents related to program assessment and student retention; managing curriculum and program development processes; preparing informational materials; and publicizing activities to students and faculty.

About the Position:

The Administrative Assistant provides administrative and technical support for programs associated with the CEC Undergraduate Student Services Office. Responsibilities include:

• Supporting requests from students, faculty/staff, and the CEC service community;
• Serving as a resource for students, faculty/staff, and the CEC service community;
• Preparing and disseminating CEC program related information to students, faculty/staff, and the CEC service community;
• Monitoring the academic progress of students; and
• Preparing reports essential for development/implementation of student retention strategies.

Responsibilities:

Student Support:

• Receives academic requests, reviews for accuracy, verifies documents, and provides to Associate Dean for review;
• Communicates decisions to students;
• Maintains log of requests and actions;
• Responds to request inquiries via phone and email;
• Maintains electronic student file folders and updates as student requests are processed;
• Stays up to date on university and CEC academic policy and processes for student requests;
• Prepares and sends commendation email for CEC students who appear on the Dean’s List; and
• Develops and maintains a working relationship with staff across campus offering services to undergraduate students (i.e., Registrar, Financial Aid, CAPS, Learning Services, etc.).

Office Support:

• Serves as the first point of contact for calls, visitors, and general email inquiries;
• Independently assesses the reason for contact and manages requests from prospective and current students seeking information. Resolves and/or directs all inquiries appropriately;
• Creates facilities work orders as needed;
• Maintains bulletin boards, literature displays, and glass cases used to house materials related to undergraduate programs and advising;
• Keeps an inventory of supplies and assists with ordering as needed; and
• Serves as a backup contact and support for CEC Peer Mentors. 

Recruiting and Outreach:

• Supports CEC Undergraduate Student Services Office at University Orientation sessions, CEC Research Celebration, University and CEC Visit Days, Degree Celebrations, and other various recruiting, outreach, and celebration events; and
• Assists with event planning, communication, and day-of event activities.

Required Qualifications:

• High school diploma or equivalent; 
• Experience working in an office setting;
• Experience as a front office first point of contact;
• Experience with confidential record keeping;
• Knowledge of general office practices and equipment;
• Demonstrated written, oral, and interpersonal communication skills;
• Demonstrated problem-solving skills;
• Demonstrated skill in working as part of a team;
• Proficiency in Microsoft Office Suite;
• Aptitude to learn new software and internet applications;
• Ability to coordinate a variety of activities simultaneously and prioritize items of importance wi