Engineering Administrative Assistant Jobs

Regular, full-time, hourly, non-exempt and benefit-eligible staff position. For more benefit information visit Why Work at UCO?

Position typically works Monday-Friday from 8am-5pm in-office at UCO's main campus in Edmond, Oklahoma.

Provides secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

Manages the daily operations of the office which may include supervising support staff and students. May coordinate and/or facilitate training and development for division clerical/secretarial and employee support groups. May analyze operating procedures, cost reductions, operating practices, record keeping systems, forms control, office layout, personnel and budgetary requirements, and performance reports. Advises others on processes, procedures, and services. Communicates and assists students, faculty and administrators on University policy matters. Gathers information and prepares various reports, correspondence, and memorandums; researches and resolves issues. Prepares special or confidential reports and assists with special events, projects or surveys. Maintains files and appointment calendars. Monitors, reconciles and assists in the preparation and maintenance of the departmental budget. Responsible for purchases and invoices. Must have knowledge of University requisitioning and purchasing procedures. May be responsible for creating SEAF forms for student hiring and assisting the Chair with paperwork to hire new support staff and faculty. Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. May be responsible for time-cards in department. Performs other related duties as assigned. Collaborates closely with the Director to assess department operations and forecast needs. Oversees records maintenance for finance and personnel actions. Analyzes departmental procedures, makes recommendations and develops strategy for change. Assists with the development, implementation and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations. Coordinates with the Director and the Student Success Advisor to identify academic and personnel needs related to course scheduling each semester. Acts as School of Engineering administration and finance liaison, in communication with the Dean’s Office and other departments on campus. Research, compile and prepare reports to support School of Engineering initiatives. Identify potential issues that may impact the office and proactively identify and implement solutions.

The College of Mathematics and Science currently has 129 full-time and over 70 part-time faculty in 5 academic departments and the Schools of Engineering and Nursing. The College serves more than 3,300 undergraduate students in 30 majors and provides graduate programs in Biology, Computer Science, Data Science, Cybersecurity, Applied Mathematics and Computer Science, Applied Mathematical Science, Engineering, Computational Science, and Nursing. Accreditation/Certification is held by ABET, the Commission on Collegiate Nursing Education (CCNE), the American Board of Funeral Service Education, and the American Chemical Society. UCO is an institutional member of the Council on Undergraduate Research. For further information see our website at https://www.uco.edu/cms/

Requires general education or vocational training and 2+ years’ relevant experience or equivalent combination of education and experience.

Qualifications/Experience Preferred:

Experience in a higher education environment. Two years of college or secretarial certificate.

Ability to listen and follow instructions; Ability to work with others in team environment; Read and comprehend instructions; Demonstrate respect in interactions; Honesty and Integrity. Knowledge of basic office procedures and practices. Must be computer literate in the use of word processing software preferably Microsoft Office. Excellent telephone etiquette, communication, organizational and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task. Demonstrate a warm and caring professional service-oriented attitude. Ability to work well in hectic and stressful situations.

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.