Administrative Assistant - Mechanical Engineering

Villanova University • Villanova, PA • 15h ago

Villanova University

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Posting Details Default Section 20254407SAdministrative Assistant - Mechanical EngineeringStaffVillanova, PAInternal/External Applicantsfull-time/12-months205-Mechanical EngineeringThe Administrative Assistant provides support to the chair and faculty of the Mechanical Engineering ME Department. The duties include procuring equipment and supplies, processing faculty and student payroll paperwork and all reimbursements, assisting with Capstone Design, along with assisting in planning of department events such as meetings and seminars. Other duties include assisting with undergraduate and graduate student records, and processing transfer credits.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.Acts as primary purchasing agent for department through University purchasing systems including both procurement card and requisitions/purchase orders. Provides support for general department needs labs, office supplies, etc. as well as for faculty research expenses associated with funded grants, startup accounts, and individual support indices. Reconciles procurement cards each month.General management of the department office. Answers primary department phone regarding general questions and refers more detailed questions to appropriate individuals. Distributes mail to all faculty and staff, and receives all packages sent to department and coordinates distribution to appropriate parties. Supervises department student office worker, assigns tasks for worker, coordinates task requests with faculty. Maintains vacation and sick leave records for all departmental staff.Provides administrative support for faculty such as arranging for copying of course materials, making room reservations, etc. Provides general support to faculty to address daily questions by reaching out to appropriate University or college offices.Provides administrative support for Capstone Design.Assists with event planning for department seminars, Annual Faculty Retreats, department meetings, Employer Focus Groups, ABET accreditation visits, MEAB ME Advisory Board meetings, Outreach events MATE, Engineering is For Everyone. Work with caterers, reserve rooms, coordinate schedules, maintain registration lists, etc.Processes all transfer of credit requests from student courses taken elsewhere and courses taken as part of study abroad programs. Works with undergraduate and graduate college staff to verify degree compliance and graduation lists.Assists with undergraduate student assistant hiring as grading, lab, and research assistants; approves payroll hours for department student employees.Assists with graduate student assistant hiring as research assistant, on boarding; stipend payment and tuition remission.Manages keys and access for all departmental spaces, handles facilities work order requests, coordinates with Custodial Services as necessary.Maintains all undergraduate and graduate student files. Creates new files for admitted students.Perform additional duties and assist with special projects as assigned.Provides backup support to department Coordinator as special needs dictate

Formal Education High school diploma

Minimum Work Experience Proficient use of Microsoft Office Suite Excellent verbal and written communication skills are required along with ability to maintain detailed records.Bachelor's Degree 2+ years of relevant and applicable work experience in a professional environment. Experience with University related software packages and systems e.g., Banner, PeopleAdmin and Procurement systems06/23/202507/03/2025Commensurate with experience.11non-exempt

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