Staff Careers

The Senior Staff Assistant will provide high-level administrative support for the graduate school programs and academic support to the Chair of the Electrical and Computer Engineering Department. These tasks require a thorough understanding of the functions, procedures, policies, and needs of the students involved with the graduate-level programs of the University. This includes graduate admissions/recruitment, program completion and procedures, course posting and registration activities, and the student hiring process.
The Senior Staff Assistant also coordinates prospective student visits, student / faculty events, department newsletter, and performs other related task as assigned.

Duties/Responsibilities
• Serve as the first point of contact for recruiting and admissions for ECE Graduate programs (electrical engineering and computer engineering). This includes answering emails from domestic and foreign undergraduates requesting information on ECE’s programs and University procedures for admission.
• Serve as liaison between the department and the University on the graduate admissions process. Ensure prospective students have all necessary admissions correspondence, forms, and registration. Ease students’ transitions into their departmental assignments. Assist foreign students with the required paperwork for their visas.
• Schedule prospective student visits in coordination with the Campus Visit Coordinator. Facilitate the undergraduate JUMP program.
• Hiring of all GRAs/GTAs/hourly students, including the creation of offer letters, waivers, and forms. Input all student ePAFs. Request background checks, Banner access, and other items necessary for employment. Facilitate graduate research assistantships with individual faculty members on research funding. Assist in assigning GTAs to lab, teaching, or grading assignments.
• Schedule qualifying exams for graduate students and announce them. Liaise with committee members to ensure all paperwork is completed.
• Work with senior graduate students and their faculty advisors to ensure all paperwork is completed for graduation promptly, including programs of study, qualifying documents, and thesis/dissertation documents. Submit via the correct channels to graduate personnel for processing.
• Maintain graduate student files.
• Approve hourly student timesheets in Banner.
• Greet students, faculty, staff, visitors, and campus partners while providing a high level of service, and maintaining a productive and quality work environment. Coordinate communications within the department through email, telephone, and in person.
• Post-graduate-level classes in Banner, including 699 and 799.
Register undergraduate and graduate students via Banner when needed. Monitor and manage course waitlists in conjunction with the Associate Chair and faculty.
• Process course update forms and ECE catalog updates when submitted by faculty or department chair.
• Process and submit any grade change forms from faculty.
• Prepare ABET books/files for all ECE classes and labs, distribute them as necessary, and then collect finished reports. Compile and produce data for the Department’s annual report. Maintain historical copies of ABET binders for all EE, CPE, and OPE classes and labs. Collect and collate faculty FARs/CVs annually.
• Plan, enter, and edit class schedules.
Function: Office Support

• Perform office tasks, such as correspondence creation, managing schedules, and creation of forms and reports.
• Other duties related to general office activity and cross-training with other staff include establishing and maintaining a filing system, preparing spreadsheets, photocopying, faculty mail distribution, assisting with faculty requests and supply inventory management.
• Schedule meetings for the department chair, where needed, and assist in maintaining the office calendar.
• Locate and reserve classroom space for faculty or student meetings via ASTRA
• Jointly supervise the department’s student assistant. Participate in interviewing, hiring, and training student support staff, assigning tasks, and reviewing student’s work performance.
• Approve student timesheet.
• Manage communication with IAB and community partners.
• Other duties as assigned by the Department Chair

• 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 administrative support position)
• Must have proficiency in Microsoft Office Suite
• Must have strong verbal and written communication skills
• Must have proficiency with Google docs, spreadsheets, drive, and others.

• Bachelor’s degree is preferred
• Academic and graduate program experience
• Experience in Xtender, Banner 9, Banner, and Google Suite desired
• Experience with developing/maintaining departmental newsletters, website content, and social media post

$41,000 - $44,000