Administrative Assistant, Human Factors and Behavioral Neurobiology

Job Description

About Embry-Riddle Aeronautical University:

Embry-Riddle Aeronautical University is an independent, culturally diverse institution providing quality education and research in aviation, aerospace, engineering, and other related fields with residential campuses located in Daytona Beach, Florida and Prescott, Arizona. The University's Worldwide campus provides educational opportunities online and at approximately 130 locations throughout the United States, Asia, Europe, and Central/South America.

As the largest and most comprehensive aviation and aerospace-focused university in the world, Embry-Riddle is a unique institution. Over the past 90 years, the University has evolved with industry to break new ground and produce top-level graduates who serve the ever-changing needs of aviation and aerospace and other STEM-related disciplines. Embry-Riddle offers programs in seven primary fields of study including: Applied Science; Aviation; Business; Computers and Technology; Engineering; Safety, Security, and Intelligence; and Space.

For Academic Year 2020-21, there were over 10,700 undergraduate, graduate, and doctoral students that attended the University's residential campuses and approximately 32,700 students in total enrolled with the University around the world.

The Opportunity:

Embry-Riddle is seeking an Administrative Assistant in the Human Factors and Behavioral Neurobiology Department. This position will assist the Department Chair, Associate Department Chair, and faculty in a support capacity by coordinating administrative activities associated with the management of two undergraduate B.S. programs (BS in Human Factors and BS in Aerospace Physiology), an M.S. in Human Factors, and a PhD in Human Factors. This position will also provide support for the department’s science laboratories, sponsored programs of research, and provide support for courses taught by department faculty. In addition, this position is responsible for providing the front-line reception of all student inquiries and ensuring that they are directed to the appropriate faculty/staff for further advising.

Responsibilities include the following:

• Assist the Department Chair and Associate Chair with budget management activities, including, but not limited to:
  • Three separate department cost centers (i.e., PhD, Aerospace Physiology, and Human Factors Budgets)
  • Budget reconciliation
  • Budget planning
  • Monthly reconciliation of corporate credit cards
  • Maintain department equipment inventory
  • Coordinate all department purchases
  • Perform/assist with all hiring and payroll
• Assist department faculty with instructional needs, including, but not limited to:
  • Book orders
  • Coordinating travel for 15 faculty and an average of 10-15 students who routinely travel to present research at scientific meetings
  • Room reservations
  • Classroom needs
  • Establish and maintain best practices for selecting and purchasing materials for the laboratories required to support the Aerospace Physiology program including all biology and anatomy and physiology laboratories
• Assist with employment processes, including, but not limited to:
  • Process hiring paperwork and maintain contracts for adjunct faculty across multiple programs
  • Process summer salaries for faculty
  • Assist in the credentialing process for full-time and adjunct faculty
  • Establish and maintain contracts for students in the PhD program
  • Train and supervise all student employees
• Perform other administrative tasks as needed, including, but not limited to:
  • Resident knowledge of University policies and procedures
  • Inventory and purchasing of all instructional materials, books, etc.
  • Maintain restricted access to department labs (e.g., identifying which students need access and coordinate with campus security)
  • Introduce visitors to the department and guide them to the appropriate faculty member for further assistance
  • Address administrative student inquiries
  • Organize and prepare for a variety of department functions (e.g., conferences, recruitment events, meetings, etc.)
  • Create and maintain a professional atmosphere and productive workplace

Qualifications

Required Qualifications:

• High school diploma.
• 1-3 years of related work experience.
• Analytical skills with an in-depth knowledge of information systems and technical expertise with Microsoft operating systems, Access, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.
• Excellent written and verbal communication skills.
• Strong attention to detail and time management skills, with ability to work with multiple priorities at the same time.

Preferred Qualifications:

• Prior budget manager experience is a plus.