Administrative Coordinator

Overview

The Department of Electrical and Computer Engineering seeks an energetic, detail orientated Administrative Coordinator to provide administrative support to a fast-paced department and serve as a central hub of information, training and guidance. The Administrative Coordinator supports the main Administrative Office of ECE and five faculty members and their research groups, as well as serves a point person/guide/lead for all ECE faculty assistants. Additionally, this position will provide support to our senior lecturer and any visiting lecturers.  This role helps to facilitate the ongoing needs of the faculty so that the faculty can focus on research and teaching missions.

 

This role is critical to the operations of the department, often serving as the first person visitors meet, a hub for the department, and is adaptable to assist many roles within the department. Specifically, this role will serve as a point person for the faculty assistants. This role will help train new faculty assistants, provide support in the first six months of their new role, collaborate with the Business Manager to execute policies and procedures, and work together with others in the department to create an efficient, inclusive, collaborative, positive work environment.

 

The position reports to the Senior Manager, Finance and Administration and the Business Manager, with some guidance provided by the Assistant to the Chair and Grants Manager. Some events may require after-hours/evening/holiday attendance.

Responsibilities

Administrative Office Responsibilities

• Visitor Coordinator and first point of contact for in-person visitors to the department.
• Facilities - manage alerts/notifications, work orders, and follow-up on facility issues; assist Senior Manager with facility emergencies, lab/office renovations and moves, and other facility issues.
• On-boarding and off-boarding of staff members, researchers, visitors, and summer students within the department: assist with welcome packets, orientations, department tours.
• Meetings - assist with scheduling and catering for faculty meetings, faculty retreats, faculty candidate visits, advisory council meetings, staff meetings, other departmental meetings.
• Seminars - coordinate Korhammer Colloquiums, backup coordinator for Korhammer Seminars.
• Events - assist Senior Manager with staff best practice sessions and staff alumni lunch.
• General office duties - office key access; building access; email lists, room reservation, sort department mail daily; manage hallway directories and bulletin boards.
• Back-up to the Assistant to the Chair when out of the office.

Faculty Assistant Responsibilities

• Support faculty 5 faculty, including the chair and their research groups, as well as a senior lecturer and visiting lecturers.
• Travel and Expense - manage faculty and student expense report through the Concur system. Make domestic and foreign travel arrangements for conferences and meetings. Track Learned Society travel.
• Assist faculty in duties related to class work and exam preparation, including updating course websites.
• Assist with activity reports.
• Manage faculty mobile phones (trouble-shoot during travel) and arrange loaners for international travel.
• Maintain faculty calendars and meeting requests; arrange meetings and luncheons.
• Assist with the grant proposal process under supervision of Grants Manager - biosketch, current and pending support, etc.
• Conferences, seminars and symposiums - arrange venue, agenda, catering and dining reservations, work with Conference and Event Services when needed; posting of announcements on ECE website; oversee registration; process guests travel and reimbursements; possible travel to off-site conference when needed
• Purchasing - assist ordering of equipment and supplies working via Market Place and ECE Purchasing Office; create e-ship Global labels
• Financials - process cost transfer journals in Prime; reconcile holding account reconciliations and prepare journal entries;
• Support Grants Manager on document needed for proposals e.g. assist with preparing faculty biosketches, current and pending support documents, and collaborator information for proposals using ORICD and SciENcv
• Work with other colleagues in the department as a team and provide coverage when possible

Senior Faculty Assistant Responsibilities

• Recommend and provide initial and ongoing training of Faculty Assistants within the department. This includes not only recommending the Learning Center course offerings required for this role, but training on internal department tasks as well.
• Develop and maintain a checklist of required trainings that Faculty Assistants should complete initially, a