Administrative Assistant

Job description

Under the general supervision of the Administrative Coordinator, serve as a primary point of contact for Mechanical Engineering and Integrated and Applied Mathematics (IAM) students, faculty, staff, visitors, and external stakeholders. With a focus on service excellence, operational effectiveness, and continuous improvement, independently perform a variety of moderate to complex administrative functions that support the educational, research, outreach, and operational missions of both units. The position is responsible for coordinating student support services, faculty support, departmental operations, events, communications, purchasing, scheduling, and data management. The incumbent exercises independent judgment in managing competing priorities and resolving issues in accordance with departmental policies, university procedures, and program goals. Extensive software proficiency, organizational skills, attention to detail, and effective communication are essential. This position supports both Mechanical Engineering (77%) and the Integrated and Applied Mathematics Program (23%). Duties/Responsibilities Student and Academic Support (45%) Support undergraduate and graduate students throughout their academic lifecycle, including admissions support, orientation, registration, advising preparation, scholarship administration, teaching assistant appointments, intent-to-graduate processing, and thesis/dissertation defenses. Maintain student records and files in university systems. Coordinate graduate student seminars, orientations, and student communications. Manage advising and pre-registration processes, including database maintenance and monitoring completion of departmental requirements. Process petitions, exemption forms, and graduate school documentation. Support prospective student visits, departmental tours, recruitment activities, and student success initiatives. Provide support for senior design/capstone projects, including purchasing, communication, and project coordination. Faculty and Research Support (30%) Serve as an administrative contact for Mechanical Engineering and IAM. Assist with the coordination of departmental and institute meetings, seminars, workshops, conferences, and special events. Manage room reservations, scheduling requests, catering, parking requests, visitor logistics, and event documentation. Assist with budget tracking, procurement processes, purchasing card documentation, reimbursements, and financial recordkeeping. Support accreditation, assessment, and reporting activities through data collection and organization. Maintain departmental and institute records, databases, and electronic filing systems. Assist with website updates, communications, newsletters, and social media activities. Integrated Applied Mathematics Support (15%) Coordinate IAM events, seminars, workshops, and outreach activities. Maintain IAM records, communications, and website content. Support IAM-affiliated faculty, students, and visitors. Assist with institute reporting, scheduling, meeting coordination, and special projects. Facilitate communication among IAM participants, university units, and external partners. Administrative Services and Customer Support (10%) Provide front-line service to students, faculty, staff, alumni, and visitors. Respond to inquiries and resolve routine administrative issues independently. Maintain office procedures and documentation. Perform other administrative duties as assigned in support of departmental and institute operations. Requirements Minimum Acceptable Education & Experience: High school diploma or equivalent and three years of office experience; or specialized training, higher education, or any equivalent combination of education and experience totaling three years. Experience supporting academic, administrative, or professional office operations. Experience using office productivity software, databases, spreadsheets, and enterprise information systems. Knowledge, Skills & Abilities: Strong customer service and interpersonal skills. Excellent written and verbal communication skills. Demonstrated organizational skills and attention to detail. Ability to manage multiple priorities and deadlines simultaneously. Ability to work independently while exercising sound judgment. Ability to establish and maintain effective working relationships with students, faculty, staff, administrators, and external constituents. Proficiency with Microsoft Office applications and web-based software systems. Experience with database management, record keeping, and document preparation. Ability to handle confidential information with discretion. Strong problem-solving and analytical skills. Other Requirements: Ability to occasionally work evenings or weekends in support of departmental and institute events. Preferred Qualifications: Associate's or Bachelor's degree. Experience in higher education administration. Experience with Banner, Workday, EMS, Canvas, or similar enterprise systems. Experience supporting graduate programs, research activities, or academic departments. Experience maintaining websites and social media platforms. Experience supporting events, workshops, conferences, or outreach activities. Applicant Instructions: Applicants should be prepared to upload the following documents when applying online within the My Experience: Resume/CV section of the application: (Maximum of 5 Documents) Resume/CV Cover Letter Contact Information for 3 Professional References ​ Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed. The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry. EEO Statement The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status. Compensation Pay Range: $16.05 - $26.37 The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources Location: Durham