Office Associate – Senior

JOB TITLE:   

Office Associate, Senior

JOB PURPOSE:

Perform complex administrative tasks with discretionary authority; independently make decisions which substantially impact operations within the department. Serve as the department's front line customer service contact, helping students, faculty, staff, research associates, adjunct, donors, and varied constituents. Administratively supervise comprehensive office operations for undergraduate programs and graduate students in master's and doctoral programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support for the undergraduate programs of the Chemical and Biomedical Engineering Department. Work with the department head, and independently, oversee all administrative aspects of the undergraduate programs including, but not limited to, schedule undergraduate courses, assign rooms and upload them into Banner, prepare and edit information for the general bulletin, develop needed administrative tools to further streamline department undergraduate program processes, update and track student performance metrics.  Work closely with the Undergraduate coordinator and the CEPS Center for Student Success as needed for undergraduate programs and academic advising.
• Provide administrative support for the graduate programs of the Chemical and Biomedical Engineering Department. With very limited guidance from the graduate coordinator, oversee all administrative aspects of the graduate programs including, but not limited to, process applications, prepare acceptance/denial documents, communicate information to incoming students, track the progress of all students, interact with the Registrar to solve problems, maintain all department student records, prepare and edit information for the general bulletin, schedule graduate courses, assign rooms and upload them into Banner, maintain a complex database of all graduate student records, and develop needed administrative tools to further streamline department graduate program processes.  Serve as liaison between students, faculty, Academic Affairs, International Students Office, etc.; and maintain database of graduate student metrics as directed by the Chemical and Biomedical Engineering Head
• Oversee the Chemical and Biomedical Engineering department's office operations. Under very limited supervision, administratively oversee the department's office operations, insuring exemplary customer service, problem resolution and intra-departmental communication. Provide administrative support to the annual reappointment, tenure, and promotion process and annual faculty review process, and manage faculty searches. Hire, train and supervise student workers in the department.
• Provide administrative support for the Department leadership. Anticipate and meet the needs of the Department head, associate head, graduate coordinator, and committee chairs for administrative information including, but not limited to, prepare and process administrative documents, schedule and organize advisory board meetings, maintain a database of advisory board members, prepare minutes from faculty and advisory board meetings, maintain a donor database and prepare receipt/thank you letters, manage the distribution, collection and preparation of teaching evaluations, coordinate website maintenance, develop department newsletter, and coordinate with College personnel as needed.
• Provide administrative support for the Chemical and Biomedical Engineering Department physical plant. Under very limited supervision, manage the non-laboratory physical plant for the department including, but not limited to, manage room assignments for faculty, staff and students, including assigning phone numbers, etc., coordinate office maintenance and painting, identify office equipment needs. Coordinate laboratory physical plant needs of the department with faculty.

SUPPLEMENTAL FUNCTIONS:

• Assist with special projects as needed.  Responsible for researching, developing and finalizing reports/surveys to the Dean's Office, administration and outside agencies. Serve on College and University committees as appropriate.

COMPETENCIES:

• Analysis/Problem Identification
• Attention to detail
• Consistency
• Individual Leadership
• Initiative
• Quality Orientation
• Work Prioritization & Management

MINIMUM QUALIFICATIONS:  

Education: Associate’s degree

Experience: 1 year progressively responsible work-related experience or equivalent combination of education and experience

DESIRED QUALIFICATIONS:  

• Excellent written, oral, and verbal communication skills
• Strong attention to detail
• Excellent organizational skills
• Knowledge of Microsoft Office suite, including Word, Excel, PowerPoint and Outlook

REQUIRED APPLICATION MATERIALS: 

Complete the online application. The department additionally requests candidates upload the following document(s) for a complete application:

1. Cover letter
2. Resume or C.V.
3. Contact information for four work-related references (references will only be contacted if you are selected as a finalist for the position).

This position will remain open until filled. Complete applications received by 4/23/2026 will receive full consideration. 

WORK LOCATION:

On-campus: This position provides vital support to campus customers, and the successful candidate must be available to work on campus.

WORK AUTHORIZATION REQUIREMENTS: 

The successful candidate must be eligible to work in the United States. Sponsorship for H-1B work authorization or work visa is not available for this position.

Posted Salary Range: $38,700.00