Administrative Assistant, Engineering

Job description

Administrative Assistant, Engineering

*Cover letter required with application.*

Summary: The Administrative Assistant performs a variety of duties including organizing and coordinating all administrative functions in assisting the Department Chair and faculty in carrying out their duties and responsibilities.

Essential Functions:

  • Greets visitors in a pleasant and professional manner, answers, places, directs phone calls, coordinates and monitors conference calls, takes messages and replies to questions regarding programs, and office procedures and policies. Supports documentation efforts in assisting Departmental accreditation efforts.
  • Collects/compiles information (i.e. memos, letters, reports, and faculty syllabi). Performs administrative and related work to assist with office operations including, copying, faxing, collating and filing related materials. Serves as scribe for department meetings. Types letters and other related forms accurately.
  • Assists in planning, coordinating, and promoting departmental events, meetings, and activities. Communicates with Engineering Faculty, Staff, and Students to inform them of events and opportunities on the Reynolda campus, at Wake Downtown, and surrounding community.
  • Maintains departmental inventory of supply items and ensures furniture, equipment, and facilities are in proper working order. Monitors office equipment to ensure that it runs properly and places necessary service request when needed. Maintains equipment inventory. Responsible for (Facilities) work order submission for the department. Acts as contact person for housekeeping and general building maintenance issues and communicates needs to appropriate department.
  • Manages classroom usage through EMS (room scheduling system) and assists with maintaining classroom space and technology.
  • Serves as department Business Administrator and attends meetings in order to stay up-to-date on Financial Services policies and procedures; shares information and policy changes with other members of the department. Assists or leads preparation of Department documentation in support of policies and procedures for operational aspects of the Department.
  • Maintains and analyzes all departmental funds; tracks and monitors expenses; processes department credit card statements and expenses, reconciles general ledger on a monthly basis and submits journal entries as needed.
  • Acts as Departmental Property Administrator (DPA) and maintains log of fixed assets within the department.
  • Enters courses into Banner and provides course information, such First Year Seminar (FYS) offerings and Undergraduate Bulletin updates, to the Dean’s Office, as required.
  • Assists with all processes related to faculty (i.e. recruitment, search, interviewing, on-boarding, leaves, fellowships, tenure and promotion, and exits.).
  • Assists with major/minor declaration process and student registration.
  • Serves as the primary liaison between the department and all other units on campus.
  • Assists with department website updates and maintenance.
  • Manages student employee hiring process and oversees workload and timecard approval.
  • Responds to administrative needs of faculty members.
  • Maintains the Departmental email account and responds promptly to requests.
  • Works collaboratively with other Wake Downtown administrative personnel to support building and facility tours.
  • Assists with arrangement for meetings such as scheduling rooms and preparing agendas.

Required Education, Knowledge, Skills, Abilities:

  • Some college level business related courses and progressive administrative/office management experience.
  • General knowledge of office management procedures and techniques.
  • General knowledge of Wake Forest University budget system and financial and accounting procedures.
  • Ability to demonstrate effective communication skills both verbally and in writing.
  • Proficiency in Microsoft Office including Word, Excel, Internet, PowerPoint, Cognos, database programs, and other software.
  • Ability to operate peripheral office equipment (i.e. digital camera and scanner).
  • Ability to maintain confidentiality of records and information.
  • Ability to organize office workflow and prioritize work assignments.
  • Accuracy and attention to detail.
  • Ability to interact with faculty, staff, and administrators with diverse backgrounds.
  • Ability to work occasional evenings and weekends, as required.
  • Ability to update skills on a continual basis.

Preferred Education, Knowledge, Skills, Abilities:

  • Bachelor’s degree with five years of related experience or an equivalent combination of education and experience.


  • Responsible for own work.
  • Budgetary responsibilities.

Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.

Winston-Salem, North Carolina, United States






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Job No:
Posted: 5/8/2018
Application Due: 7/7/2018
Work Type: