Administrative Support Specialist - North Carolina A & T State University : Job Details

This position provides high-level administrative support to the Chair of Mechanical Engineering (MEEN) Department in interacting with the public and in assisting students, faculty, staff and alumni with department services and operations. (S)he oversees and administers activities of the department's administrative office including support for academic activities; management; front line reception; communications for the department; office operations; and administrative support to the department chair for day-to-day activities.

This position serves as the front office specialist for MEEN student and Department services, management of office tracking the student progress, and coordinating the communication between students and department, interacting with public and other external stakeholders. This position also develops, implements, and monitors procedures and systems that provide productive and efficient operations while ensuring the department follows university and college administrative policies and procedures.

This position requires knowledge of program policies, procedures and information systems in order to communicate and process information. The range of duties includes, but is not limited to, verifying data, report writing, summarizing and reconciling information, records management, travel claims review and processing, data collection and analysis, research, inventory, personnel administration and fund collection or expenditures.

The position requires flexibility and responsiveness to undertake other duties as assigned by the departmental Chair.

Primary Function of Organizational Unit

North Carolina A & T State University is a public land grant high research activity institution that is committed to dedicated teaching and learning, scholarly and creative research, and effective engagement and public service. The University enrolls 14,331 students.

The College of Engineering, with 2,578 students, has EAC ABET accredited undergraduate programs in Architectural, Bio-, Biological, Civil, Chemical, Computer, Electrical, Industrial, and Mechanical Engineering, as well as a CAC ABET-accredited program in Computer Science. On the Graduate level, the College has 8 Masters of Science Degree programs, and 5 Doctoral programs. The 5 research cluster areas of the College of Engineering (COE) are Autonomous Systems, Cybersecurity and Resilience, Energy and Sustainability, Healthcare Applications and Complex Systems and Networks. The College welcomes team members who thrive in an environment that embraces diversity and inclusion within the student body, faculty, and staff.

The mission of the Bachelor of Science in Mechanical Engineering (BSME) program at North Carolina A&T State University is to prepare students for the broad practice of mechanical engineering and for graduate education in mechanical engineering, aerospace engineering, and related fields.

The Mechanical Engineering Department at North Carolina A&T offers BS, MS, and doctoral degrees. The department's quality educational programs, excellent faculty, and world class research attract students from all over the nation and the world. Additional information about the department can be found at:

Work Hours 8:00 am - 5:00 pm, Monday - Friday Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies. On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)

Key Responsibilities and Related Competencies

Required Competency Communication and Teamwork Duties

Effectively communicates in writing and displays editing skills, experience with proofreading, and explaining information to diverse populations. On a daily basis,effectively communicates orally and in written form with visitors, students, board members, faculty, staff (on and off campus), and provides support based on needs.Independently provides direct information regarding inquiries about the department programs & activities in a professional manner, and interacts with the public in general (i.e., University Administrators, Deans, Assistant and Associate Deans, CoE Chairpersons, Faculty and Staff, and other stakeholders including Salary Administration,Human Resources, Contracts and Grants, Division of Research and Economic Development, Travel, etc.) through a professional and team-driven environment.Maintains detailed calendars and records; manages logistics associated with the delivery of program activities and supplies. Other activities include event planning, phone call /visitor / email routing, bulletin board, mailbox, student forms, and department appearance oversight. Looks for improvement in departmental operations in terms of efficiency and effectiveness and performs work with minimal (zero) error rate. Adapts to changes in the work environment.

Knowledge of the following: ePAF (Electronic Personnel Action Form); Aggie Mart, Chrome River, the on-line travel process to submit pre-approval travel authorization, expense reports and reconcile expense reports. Greets office visitors in a friendly and courteous manner and provides information as requested. Independently assimilates and composes and organizes ideas logically, in multiple formats such as letters, memos, reports or presentations, and change/adjust style to meet the needs for the MEEN Department Chair to use in a variety of settings (i.e. publications, web site, etc.). Reviews sensitive materials and edits content constructively.

Required Competency Client/Customer Service Duties

Provides high quality customer service as the front office operations lead interacting with students, faculty, staff, industry and alumni. Develop activities to encourage effective working relationships within the department and with stakeholders.

Effectively advises students on academic and administrative questions. Interacts in person and responds to written inquiries via email and communicates with students regarding deadlines, status and other specific needs with high quality customer service. Understands the needs of students, the department and recognizes how quality service impacts interactions within the College and University.

Provides high quality customer service as the front office operations lead interacting with students and faculty by searches of airline schedules, makes hotel reservations, submits pre-approval travel authorizations, expense reports and reconcile expense reports. Can effectively use mailing services such as sorting, weighing, meters/stamps, and bands by length and girth all outgoing mail according to US Postal regulations. Can prepare certified, express, and insured mail for mailing according to postal procedures. Can process ePAFs for GRA and UG students. Provides excellent documents, reports, proposals, and in-house purchase requests. Can maintains electronic distribution lists of ME and updates electronic mail sent and retrieved, etc. Can operate E-Procurement via Aggie-Mart. Can maintains and files correspondences, records and schedules via OneDrive and/or hard copies. Can coordinate and submit orders for business cards, name tags, stationery and envelopes for ME.

Required Competency Administrative Duties Duties

Provides undergraduate student support by working closely with the advisors, chair and program supports. Trained on Banner (for accessing student records, override and registration of courses), AggiesNav, and DegreeWorks for needed tasks. Answering basic curriculum and course questions, coordinating learning objective surveys using Qualtrics, hosting prospective student visits, maintaining, printing, and distributing promotional material, coordinating and arranging high school visits, preparing digital material, and data entering and managing files for each faculty advising student, ordering textbook and other supplies; and managing workshops and student chapter event reservations.

Works with business manager on purchasing and accounting activities (Aggie Mart and Banner Finance), assists in hosting industrial and academic visitors, and supports Chair requests in terms of any tasks/projects assigned such as assess, and resolve operational and logistical challenges that may impact departmental efficiency. This role involves proactive problem-solving, such as anticipating scheduling conflicts, addressing communication gaps, and troubleshooting minor technical or procedural issues. This issues may require streamline administrative workflows, optimize document management, and respond to unanticipated requests or urgent tasks in a timely manner. Effective problem-solving in this role requires adaptability, resourcefulness, and the ability to implement practical solutions that enhance the department's overall functionality.

Applies judgment for problem resolutions based on delegated authority from supervisor.

Provides assistance in the department for faculty business and administration related to travel, watermark, purchases and processing documents related to student travel, student organization purchases, and employment.

Required Competency Program Knowledge Duties

Apply knowledge of the departmental curriculum and operations. Office operations and records administration for student success and to encourage effective working relationships with and among students, parents, faculty and staff and other external entities such as industrial partners and the alumni. Coordinate with the Dean's office as needed for student, staff and faculty services.

Applies knowledge of written program policies and procedures that affect operations.

Applies knowledge of organizational structure, functions, and services, programs, office procedures and practices. Provides instruction and guidance on routine processes on regular basis.

Advise staff and faculty university policies on regular basis.

Required Competency Coordination - Operations Duties

Front office operations for service to students and department. Direct students to advisors. Direct telephone calls to faculty, staff, and student offices, and other offices on campus. Contact students to ensure their awareness of services available and campus resources.

Work with the Chair and faculty to provide operational excellence in the department, advising and leadership in organization of student records and services. Answer general questions about the Mechanical and Aerospace Engineering program options. Effectively answer standard student questions on academic and administrative questions, and refers non-standard questions to advisors or Chair.

Interact in person and respond to written inquiries via email to communicate with students regarding deadlines, status and other specific needs. Enable to use software for planning and archiving meeting, activities, workflow and work requests.