Staff Careers

The Senior Staff Assistant will provide high-level financial and administrative support for the faculty and financial management for the ECE department. This position manages the operating and equipment budgets for the department, faculty and staff hiring/onboarding, purchasing, and the coordination of complex financial processes for all faculty, research, academic, and student accounts. This position also coordinates the course scheduling process for each semester and provides office support for the main departmental office/projects.

Duties/Responsibilities
• Provide administrative and financial support to the faculty and Chairman of the Electrical & Computer Engineering Department.
• Process and maintain personnel paperwork for faculty, staff, and part-time instructors to include HR personnel transactions (i.e. ePAFs, offer letters, Banner access forms, FERPA training, budgetary information, work orders, key card, office keys, etc.). Manage labor reporting and submit necessary retros.
• Process and maintain organized and efficient confidential files and records of personnel actions, time sheets, reimbursement vouchers, travel requests and other documentation.
• Responsible for coordinating complex financial processes for all departmental, faculty, research, academic, and student organization accounts within the department. This includes monitoring departmental operating and equipment budgets, P-card orders, P-card reconciling, submitting requisitions, coordinating purchasing paperwork and approvals, and other services. Manage all purchasing and reimbursements for approximately 23 faculty, 5 to 10 academic part-timers in any given semester, 3 senior design courses and summer camps for STEM/TechTrek.
• Perform financial administration tasks, including tracking departmental equipment purchases, providing input to department Chair on equipment purchasing for budget creation, prepare and submit reimbursement paperwork, approve invoices and general ledger activities.
• Perform post-grant financial support for research faculty, including facilitation of required follow-up forms and budgets with OSP and Contracts & Grants departments, purchasing supplies, and assisting faculty in Banner transactions.
• Greet students, faculty, staff, visitors and campus partners while providing a high level of service, and maintain a productive and quality work environment. Coordinate communications within department through email, telephone, and in person.
• Coordinate course scheduling process through distribution of spreadsheets for upcoming semester’s schedule creation to department chairs and area chairs. Input all changes until schedule is ready for submission. Assist other staff assistant in posting classes in Banner. Add or delete courses as necessary. Order textbooks for upcoming semesters through Banner system.
• Assist with the coordination of events, internal and external meetings, and special departmental projects as assigned. Attend and create meeting minutes for all faculty meetings and the annual Industrial Board meeting.
Perform office tasks, such as correspondence creation, managing schedules, maintaining financial processes and procedures for documents, forms and reports.
• Other duties related to general office activity and cross-training with other staff include establishing and maintaining filing system, schedule meetings, maintain hallway displays, photocopying, faculty mail distribution, and supply inventory management. Run errands as needed.
• Jointly supervise departmental student worker. Assist with interviewing, hiring and training of student support staff, assign tasks, and review student’s work performance.
• Locate and schedule classroom space and reservations using Astra.
• May perform other duties as assigned.

• High school education or equivalent
• 5 years of full-time verifiable professional administrative work experience (some of which should include working in a senior-level position)
• Must have budgeting and financial experience
• Must have proficiency in Microsoft Office Suite
• Must have strong accounting and verbal and written communication skills

• Bachelor's degree is preferred
• Banner experience is desired
• Knowledge of contract administration is preferred

$38,000 - $41,000