Position Information Posting Number 20112993 Position Title Administrative Specialist FTE 1.0 Position Type Staff Department Mechanical Engineering Position Summary Information Job Summary/Basic Function About This Role: This position provides administrative support to the Department of Mechanical Engineering, interpreting and explaining policies and procedures, and resolving problems or complaints as needed. Responsibilities include providing customer service by greeting and assisting students; handling incoming calls and routing them to the appropriate offices or personnel; copying and distributing messages; and responding to inquiries from students, faculty, staff, and the public. A strong focus is placed on developing and maintaining a positive and professional customer service orientation. The role also involves maintaining and reconciling departmental budgets, monitoring expenditures, and conducting basic account analyses. The position also prepares both special and recurring reports, and manages technical, financial, and project records. Maintaining filing systems is a key responsibility, including updating records, retrieving information, ensuring the security of personnel files, protecting confidentiality, following guidelines for file destruction, and tracking information as necessary. The role also involves planning and arranging conferences and meetings, which includes preparing materials such as letters, memos, registration forms, and badges, as well as compiling and distributing information. Additional duties include coordinating travel, arranging catering for special events, preparing monthly budget reports, processing university documents, and supervising student workers. This supervision includes hiring, training, assigning daily duties and projects, and managing disciplinary matters. The position is responsible for maintaining inventory reports and occasionally acting as a courier for transporting mail and supplies to and from campus offices and departments. It may also involve supervising, monitoring, coordinating, or providing training for staff, and preparing paperwork related to specialized departmental functions. What You’ll Do – Position Responsibilities: + Process and maintain record of Mechanical Engineering advising appointments, email to/from students and faculty pertaining to enrollment, advising and information regarding the program, and register graduate students. + Build and amend courses for the department each semester in LU Schedule Building. + Submit Electronic Personnel Action Forms for faculty, students, and staff. + Cooperate with other departments across campus including Graduate Studies, Registrar’s Office, and Graduation Office to ensure graduate processing is complete. + Schedule and coordinate events and visits for the department including prospective employees, advisory council meetings, and industry partners. + Prepare and complete department purchasing through Cardinal Purch. + Attend College of Engineering Events as needed. + Attend and maintain records of department faculty meetings. Key Competencies: (KSAs – Knowledge Skills and Abilities) + Expertise in Administrative and Office Management: Demonstrated ability to handle administrative tasks effectively within an academic environment. + Proficiency in Office Software and Tools: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint and other relevant software). + Strong Verbal Communication Skills: Excellent ability to convey information clearly and professionally in both one-on-one and group settings. + Experience with Learning Management Systems ( LMS ): Familiarity with platforms like LU Learn (Blackboard) or similar systems for managing educational content and student interactions. + Dependability in Attendance and Time Management: Proven track record of punctuality and consistent attendance. + Competence with Office Equipment: Skilled in operating photocopiers, fax machines, multi-line phone systems, and other standard office machinery. + Understanding and Following Instructions: Ability to comprehend and execute moderately complex oral and written instructions. + Effective Interaction with Stakeholders: Proficiency in engaging tactfully and professionally with students, prospective students, advisory council members, and faculty. + Multi-tasking Abilities: Capability to manage multiple tasks or events simultaneously while maintaining the quality and timeliness of work. + Teamwork and Collaboration: Ability to work harmoniously with colleagues and supervisors, contributing to a cooperative work environment. + Adaptability to Fast-paced Environments: Comfort and efficiency in handling tasks and challenges in a dynamic and rapidly changing setting. + Compliance with Institutional Policies: Commitment to adhering to university and departmental policies and procedures. Physical Requirements: + Able to lift 25 lbs. and be able to perform a variety of physical tasks including lifting, bending, stooping, squatting, stair climbing and walking between buildings. Who We Are: Lamar University is an accessible global university for life-long learners with a passion for broad-based community engagement. As a vital contributor to the socioeconomic wellbeing and resilience of the Gulf Coast region, our expertise is recognized locally and beyond. Lamar University is home to more than 17,000 students and is among the fastest growing Texas colleges and universities. LU is a member of The Texas State University System, which is the first higher education system of Texas and maintains the lowest average tuition and fees of any university system in Texas. With more than 100-degree options and a community that cares, Lamar students are always proud to be Cardinals. Lamar University is committed to fostering a culture where students, faculty and staff of all backgrounds can learn, work, and serve. Benefits: + Health, dental & vision insurance + Life insurance + State of Texas Retirement plans + Tuition covered at 100% for employees, spouses and/or eligible dependents. + Paid time off – vacation, sick, and holidays. To see more information about the available benefits, please visit: Insurance – Lamar University (https://www.lamar.edu/faculty-staff/human-resources/insurance.html) Minimum Qualifications + Associate degree or two years of college coursework related to job functions, or combination of education and experience in related field. + One year of secretarial or office experience, or equivalent, is required. EEO Statement Lamar University is An Equal Opportunity Employer Veteran's Preference Statement Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003. Preferred Qualifications + Two years of secretarial or office experience preferred; experience in educational setting preferred. + Experience with Banner, Degree Works, Navigate, or Cardinal Purch is a plus. Security Sensitive Statement This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. Salary $26,571 - $34,542 Work Hours Application Information Posting Date 10/03/2024 Close Date 12/31/2024 Open Until Filled No Special Instructions