Job Title: Office Assistant
Classification: C4
Department: Padnos College of Engineering Advising Office
Updated: October 2025

Job Summary

Provide support to the staff in the Padnos College of Engineering (PCE) Advising Office for the planning, coordination, and implementation of services provided to current and perspective students. Coordinates a variety of duties in which discretion and/or judgement concerning the procedures to use of policies to follow is required.

Essential Functions

• Provide administrative and clerical support for the Padnos College of Engineering Advising Center with activities including answering telephones, managing calendars, assisting students with scheduling appointments, and triaging academic questions which involves directing individuals to advisors and other sources of additional information as appropriate.
• Receive information in various forms and determine the appropriate method of processing. Communicate and clarify university and departmental policies and procedures, providing guidance and directing individuals to appropriate resources for additional information or support.
• Coordinate and manage the department email account that responds to questions from current and prospective students, parents, staff, and faculty about all aspects of the university in general and the Padnos College of Engineering in specific.
• Oversee the design, maintenance, and regular updates of the department website, ensuring timely, accurate, and engaging content is consistently published.
• Generate correspondence, presentation materials, spreadsheets, graphics, meeting materials, and other similar items using various computer systems.
• Develop and distribute student newsletters using EMMA to communicate key dates, advising events, and scheduling updates to students. Monitor KPIs to evaluate outreach effectiveness and support continuous improvement and innovation in advising initiatives.
• Assist all staff in coordination, promotion, and implementation of staff projects, orientations, workshops, and events.
• Assign advisors to students as a part of the major declaration process.
• Coordinate and schedule appointments for prospective PCE students, serving as the primary point of contact. Collect and organize academic transcripts for advisor review and arrange parking accommodations in advance of campus visits.
• Support the Director in monitoring student outreach efforts, including transfer orientation schedules and reviewing mid-term and final grades for students who may be at risk for academic issues.
• Provide and pack materials for advising and admissions events.
• Maintain and analyze budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, and reconciles the reports with the department/office’s records.
• Hire, train, supervise, schedule, and coordinate the work of front desk student employees.
• Assist with the training of new Administrative Professionals (AP) and Professional Support Staff (PSS)
• Coordinate travel for all staff as needed.
• Maintain electronic files including scanning and uploading staff personnel and student files as appropriate and developing, distributing, and archiving of meeting minutes.
• Compile and analyze data, prepare standard and requested reports.
• Promote a welcoming, friendly office environment and provide excellent customer service to students, faculty, and staff.
• Other related duties as assigned.

Non-Essential Functions

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four 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 to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment. 
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships

Preferred Qualifications

• Bachelor’s degree.
• Higher education experience.
• Demonstrated experience successfully working with college-aged students.
• Supervisory experience.
• Demonstrated commitment to inclusion, diversity, equity, and access, including experience working. with people from diverse backgrounds and identities.
• Proficiency in various computer software applications such as Microsoft Office and/or equivalent.

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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