Administrative & Program Coordinator

GENERAL DESCRIPTION

The office administrative support person is a front line office position providing customer service in the academic department’s main office. This position is the department faculty’s liaison to the Armour College of Engineering Financial and Technical teams; is expected to identify and seek solutions for administrative problems within the department and to recommend new procedures to organize / improve workflow as a member of the Armour College Administrative team. Under the direction of the department chair, the academic department administrative support person executes the day-to-day administrative operations of the department, guides the faculty through university policy and procedure, and performs a variety of general office / clerical duties on a daily basis.

The salary range for this role is $40,000 – $45,000 and is commensurate with experience.

Our commitment to employee well-being is reflected in our competitive benefits package located here : COMMUNICATIONS The incumbent is expected to work with other staff in a collegial manner that is supportive of effective support Chemical and Biological Engineering. In this capacity, the incumbent may coordinate projects, facilitate programming for faculty or students, gather information from and for faculty or students that facilitates the effective completion of the students’ programs of study. The incumbent may be the person responsible for some of these projects or may be a team member working with another who is responsible for a project. The incumbent is often the “face of department” in dealings with faculty, students, and prospective students and outside clients including other colleges / universities from which our students may come from or may be placed for jobs upon graduation. CUSTOMER SERVICE This position is a professional customer service position. The customers are the Dean or Dean’s designee, Faculty, IIT faculty and administration, prospective students, students and alumni as well as employers and prospective employers. Special Schedule Requirements Qualifications Education & Experience Minimum Associates degree preferred, but not required. Minimum three years related administrative experience beyond high school, or equivalent combination of education and experience required. Knowledge & Skills Advanced user of MS Office (Word, Excel, Outlook, PowerPoint) Familiarity with database systems, desktop publishing and graphic design a plus Good organizational and multitasking skills to manage several different projects at one time Ability to utilize exceptional organizational skills to ensure smooth office operations Ability to manage situations with resourcefulness and tact, showing appropriate discretion and adherence to confidentiality standards Sufficient understanding of the academic environment Strong work ethic (reliable, enterprising, resourceful) High energy level, enthusiasm, sense of humor helpful SUPERVISION & BUDGET AUTHORITY N / A Physical Environment and Requirements Ability to use all normal office equipment and spend 6 – 8 hours per day sitting at the computer. Routine travel and errands (short walking distance) between engineering departments and laboratories on the main campus may be necessary. Must be able to lift packages weighing up to 25 pounds Certifications and Licenses List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred. none Key Responsibilities Key Responsibility Provides administrative support for daily operations of department. Greets and assists visitors, faculty, and students and responds to telephone / e-mail inquiries; ensures front desk is manned at all times during working hours by staff or student asst. Performs word processing; composes, proofreads / edits correspondence; enters / updates data in department lists, databases and spreadsheets. Schedules faculty / department meetings, provides administrative support for department chair / other related activities. Initiates paperwork related to purchasing, travel and other accounts payable. Serves as departmental liaison to the institute’s Facilities / Maintenance office and makes arrangements for repairs / other maintenance issues for departmental offices and labs, working in coordination with the college technical team when appropriate. Maintains department’s filing system, office supplies and office equipment, service requests, facilities work orders; troubleshoots (or make arrangements for) computer / printer needs / ensures necessary follow-up occurs. Provides clerical support for department meetings; maintains department membership status in professional organizations. Percentage Of Time 40 Key Responsibility Provides administrative and clerical support to faculty. Acts as first point of contact for faculty budgetary and technical assistance matters; enters purchase requisitions into the Banner system; provides clerical and administrative support for faculty as needed; assists the department chair and faculty committees with the logistics and paperwork related to faculty hiring, promotion and tenure and other related activities. Provides Administrative support to faculty for the ChBE Seminar Course (CHE 593) including logistics of travel arrangements and in-campus activities for the weekly invited speakers. Percentage Of Time 40 Key Responsibility Provides administrative support in department event coordination and execution. Maintains department calendar of events and schedules; provides logistical support for seminar and lecture series preparation – sends information packets, makes hotel arrangements, sets up itinerary for guest speakers, etc; schedules and maintains conference room(s) and other department common space, places catering orders, reserves event space and technology for meetings and events as needed. Percentage Of Time 10 Key Responsibility Participates in college-level activities as a member of the Armour College Administrative Team. Percentage Of Time 10

Salary : $40,000 - $45,000