Job Title: Administrative Assistant
Classification: C5
Department: Padnos College of Engineering Dean’s Office
Updated: April 2026

Job Summary

Acts as a general assistant to the Dean performing non-routine office functions which substantially contribute to the unit’s or division’s objectives.

Essential Functions:

• Assists the Dean in carrying out the office operation responsibilities and performing administrative work of a confidential nature.
• Responsible for specific projects/programs conducted by the college whether self-initiated or initiated by the Dean which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other
• Processes personnel actions including contract and appointment letters; adjunct/overload, stipends, one-time payments, and grant payments.
• Assists in managing employment changes including workload adjustments. reassigned time, retirement (including phased), and affiliate and visiting faculty renewal.
• Coordinates recruitment and hiring processes for faculty and staff (tenure track, adjunct, vising, affiliate faculty and AP staff).
• Maintains, processes and manipulates data on a personal computer using word processing, data base, and spreadsheet software.
• Acts with a high degree of independence as liaison with internal and external contacts.
• Responsible for College Personnel Review Process for tenure track faculty.
• Responsible for sabbatical process in the college, including creating letters to notify faculty of sabbatical eligibility.
• Communicates and coordinates with multiple departments/programs in the college as well as across colleges, the Provost Office, and other units across the university campus.
• Develops, prepares, and/or composes responses and correspondence requiring research, judgment and discretion; routinely writes, edits, and submits materials for internal/external communications.
• Supports FIRST Robotics: Processing money from teams and donors (working with Development), invoices and thank-yous for donors, processing payments for Event reimbursements, invoices, reconciliation of all. Keeping records of all.
• Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts.
• Tracks personnel, curriculum, and governance changes for the College.
• Acts with high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting, and other support functions related to work area.
• Assists faculty and staff with administrative problems or concerns.
• Coordinates employment search processes.
• Provides information to students and prospective students of a complex nature, as well as to outside agencies, visitors, etc.
• Acts as a liaison for the division in situations outlined by the Dean.
• Responsible for scheduling appointments which may include the Dean, Associate, or Assistant Deans calendars, special events, divisional events, and academic scheduling.
• Supervises student employees.
• Process various university forms.
• Responsible for PCE vehicle including maintenance and scheduling.
• Other related duties as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Bachelor’s degree.
• Experience in higher education.
• Supervisory experience.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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