Administrative Associate

• →Provide comprehensive administrative support for the Mechanical Engineering graduate programs, working closely with the Mechanical Engineering Graduate Committee (MEGC), Graduate Coordinator, faculty, and students. Support BS/MS, MS, and PhD students from admission through graduation; maintain graduate student records and reports; coordinate qualifying exams, thesis proposals and defenses, degree completion processes, graduate seminars, and textbook orders.

• →Support the administration of teaching and research assistantships, including quarterly TA assignments, RA/TA payments, TA evaluations, and related reporting.

• →Manage hourly undergraduate and graduate student employment, including hiring, timesheets, payroll, costing allocations, and student worker schedules. Participate in the annual Federal Work-Study Job Fair and supervise student office workers.

• →Coordinate department events and activities, including TA and graduate student meetings, BS/MS and PhD information sessions, luncheons, celebrations, and the annual prospective PhD student visitation retreat. Manage room reservations and event logistics using 25Live and other campus resources.

• →Provide day-to-day administrative support to the Department Head, faculty, students, staff, and visitors. Manage calendars and meetings, respond to departmental inquiries, coordinate office and laboratory access, submit facilities and IT requests, process Workday expense reports, and assist with new faculty office setup and visiting international student access. Order departmental supplies, apparel, and gifts, and provide backup support to other department administrative staff.

• →Participate in and provide administrative support for department and university meetings, including the Mechanical Engineering Graduate Committee, Graduate Administrator meetings, Costing Allocation meetings, and Affinity Group meetings. Meet regularly with the Graduate Coordinator to coordinate priorities, assignments, and follow-up activities.
  

• High school degree or GED.
• 3 years of experience in an administrative or office setting.
• Excellent communication and computer skills are required.
• Proficiency using Excel, Word, and PowerPoint and have the ability and willingness to learn new computer skills and adapt to changing job requirements.
• High level of judgment and confidentiality, and the ability to interact effectively with a wide range of people. 
• Ability to work independently as well as part of a team.

Please attach a cover letter and resume for consideration.