Administrative Associate - Tickle College of Engineering

Administrative Associate
MR 05
The Mechanical Aerospace & Biomedical Engineering department is seeking an Administrative Associate to support their Undergraduate Programs (ME, AE, and BME); the position holder works most closely with the Associate Head for Undergraduate Programs, but must also work with the Head, Graduate Programs, and outside the department. Duties include timetable management, managing student registration permissions, administering the Undergraduate laboratory courses, coordinating faculty participation in campus events (commencement, prospective student tours, summer program visits to MABE, etc). The position holder helps gather and organize data related to student enrollment, achievement, and activities using University databases and resources.
Qualifications:
Key Responsibilities:
Monitor and coordinate critical departmental deadlines to ensure they are met, as well as handling requests to set appointments/meetings for Associate Department Head to address priorities and assure efficient use of Head's time. Arranging departmental/college meetings as required/requested by the Associate Department Head by determining availability of time for all meeting participants and setting up meetings appropriately (evaluating room, equipment needs, and any other items to ensure successful meeting).
Based on course information for each semester from faculty timetable coordinator, ensure MABE Department courses are correct on the timetable by comparing spreadsheets run from Argos with courses department is offering for each semester and correct timetable as necessary. Enter instructors for each course in addition to reviewing the times and changing the time if necessary. Provide Registrar's office with list of cross-listed courses that meet together and courses that meet in departmental rooms so classrooms are entered correctly on timetable.
Control registration for both AE-BME-ME 345 and ME 449 to ensure registration is equal in each section to alleviate problem of having students move sections at start of semester.
During peak registration times, frequently monitor course section capacities and ensure enrollment parity among multi-section courses.
Maintain student email list and send out emails as requested by Department Heads to keep students informed about department news, research opportunities, or special meetings.
Set registration permissions for Undergraduate students - this includes lab courses, faculty-supervised research, and prospective students.
Assist ME and AE Senior Design coordinators with sorting students into their design teams at the beginning of Fall semesters.
Collaborate with Graduate Programs coordinator for students pursuing the 5 yr BS/MS degree.
Assist the three associate department heads with any administrative work to include reports generated from Argos as well as requests from MABE faculty.
Organize MABE participation in college-led, student-focused activities such as the Department Fairs (part of Engineering Fundamentals), recruitment days, and others. This includes setting up the departmental display at these events, organizing faculty/student participation, and coordinating with the College.
Maintain record of faculty participation in commencement, as well as rent faculty regalia for commencement attendance.
Serve as first point-of-contact for prospective student families, tours (both College-led and informal), summer programs, and other departmental visitors.
Requirements and Skills:
Associate's degree & 2 years office experience or 4 or more years of office/administrative experience.
Ability to work independently and as a member of a team.
Proficient in Microsoft Office.
Strong time management skills.
Excellent written and verbal communication skills.
Ability to interact with a diverse group of individuals.
Must be able to multi-task.
Customer service skills.
Preferred:
Bachelor's degree
Experience with Banner, IRIS, and knowledge of UT Policies.
Experience in higher education.