Administrative Specialist - Mechanical Engineering

Position Summary

The Undergraduate Administrative Specialist is a critical, front-line position providing comprehensive administrative, operational, and academic support to the MAE department. .This position serves as a primary resource for students, faculty, and university stakeholders, supporting academic processes, student services, program administration, course scheduling, assessment activities, communications, recruitment, and related departmental initiatives. The role requires extensive knowledge of academic policies and procedures, strong organizational and communication skills, sound judgment, attention to detail, and the ability to independently manage multiple priorities in a fast-paced environment while delivering exceptional customer service. Working hours are Monday - Friday, 8 am - 5 pm. This position will be 100% in office.

25% - Administrative department support - Collect, organize, and compile accreditation-related materials on a semester basis. Support undergraduate program assessment, reporting, and continuous-improvement activities. Provide assistance as needed with course scheduling, revisions, and related program processes. Assist with departmental meeting logistics, departmental purchases, large departmental events such as the bi-annual advisory board meetings, and faculty needs including proctoring make-up examinations as needed. Support the ASA with federal work-study recruitment, training, and supervision.

20% - Administrative student support - Serve as administrative liaison on behalf of MAE with college and university offices, including Financial Aid, International Student Services, Admissions, and others as needed. Serve as point of contact for undergraduate students in regards to employment appointment concerns and related administrative processes. Interpret and communicate applicable university and departmental policies and procedures, assisting students in navigating institutional departments and processes.. Collaborate closely with the Undergraduate Program Director and MAE Academic Advisor.

20% - Academic Support - In collaboration with the Undergraduate Program Director and MAE Academic Advisor, provide timely and accurate administrative support and information regarding course management/enrollment, academic/program requirements, registration support, academic policies and procedures, university deadlines, and graduate requirements. In a fast-paced office environment, serve as triage for student inquiries, assisting the MAE Academic Advisor with daily student needs through email and in-person inquiries. Maintain accurate student and departmental academic data, monitoring deadlines, and facilitating communication with campus departments as necessary.

20% - Student Processing and Records Management - Process course permits and enrollment-related requests; maintain accurate student files and records; conduct registration and graduation checks, and provide department approval for university paperwork such as ARC petitions, change-of-major requests, and other academic procedures as needed. Support the Undergraduate Program Director through academic and administrative deadlines, communicating with student, faculty, and staff stakeholders across the university as required.

10% - Recruitment, Retention, Marketing, and Communications - Provide administrative support for undergraduate recruitment, retention, marketing, and departmental communications. Prepare and disseminate information and materials in electronic and hardcopy form, collaborating with the Academic Services Administrator and Website Specialist as needed to current and prospective students, and other stakeholders as needed.

5% - Other duties as assigned.

Minimum Qualifications:

This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.

• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications:

2 years of experience working in a university environment.