Administrative Assistant to the College of Engineering

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 the 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 Aeronautical University is now recruiting for an Administrative Assistant to support the College of Engineering (COE) at the Daytona Beach campus. The College of Engineering currently serves over 3000 students and is continuing to experience enrollment growth and increased research activity.

Responsibilities include:

• First point of contact for COE faculty with support needs that are unmet by departmental staff.
• Provides administrative support for the Associate Dean(s), including but not limited to: schedule and coordinate appointments and travel arrangements, maintain files and records for the associate dean(s), provide technical support for meetings, make meal arrangements if needed, make purchases in support of associate deans’ offices, schedule/coordinate visitor activities, process purchase orders, budget transfers, expense reports, track operating expenses for associate deans.
• Provides assistance to departments within the college on a backup basis (e.g., when departmental administrative assistants are on leave).
• Coordinates COE events such as Orientation, Preview Day, Faculty Retreats, Academic Awards, Open House, Family Weekend, E-week, Commencement, and secondary support for Industry Advisory Board Meetings. Schedules tours for Lehman Building, Wind Tunnel, EFRC and MicaPlex. Responsibilities include scheduling vans, serving as liaison with upper administrative offices and coordinating department activities for the events; communicate event activity plan to Dean, Associate Dean, Department Chairs and Department Administrators, coordinating displays; coordinating lab and classroom visits; signage, etc.
• Supervises student assistants in the Dean’s suite
• Supports budget transfers, journal entries and other routine fiscal transactions, interfaces with the university budget office.
• Processes transactions on new faculty startup accounts, processes startup stipends (summer salaries).
• Coordinates and processes capital equipment purchases for the college (academic and research based), including: interfacing with faculty to obtain required equipment information; interfacing with relevant university offices as needed, prepares required paperwork following university procedure, and meets with faculty to explain start-up funding.
• Coordinates and submits graduate student contracts as needed for the college or departments.
• Prepares and submits purchasing requests for the Dean’s office, MicaPlex Projects, and COE purchases, etc.

Qualifications

Required Qualifications, Knowledge, Skills, and Abilities:

• Experience providing administrative support.
• Acts with wisdom and discretion, observing confidentiality and building trust.
• Works independently and with maturity, recognizing when external input is needed.
• Strong interpersonal skills, able to handle complex interpersonal interactions with grace.
• Outstanding communication skills, producing clear, accurate, and professional written communications.
• Impeccable organization skills, with strong attention to detail.
• Prompt, conscientious, professional, and ethical in all undertakings.
• Mastery of technology tools such as MS Word and MS Excel.
• Able to quickly learn and apply new skills and tools as needed.

Preferred Qualifications:

• Bachelor's degree.

Application Instructions:

To be considered, please submit a resume, cover letter, and contact information for 3 professional references.