Administrative Assistant

Hampton University; Hampton (VA); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Hampton University is seeking an Administrative Assistant to provide comprehensive support for the Department of Chemical Engineering, the Department of Electrical and Computer Engineering, and the new Department of Mechanical Engineering.

The role serves as the primary front-facing representative, managing daily workflows, inquiries, schedules, and routine administrative transactions to ensure smooth operations across the three disciplines.

Qualifications

• Bachelor's degree preferred.
• Three (3) years of administrative assistance experience, ideally in education or fast-paced team environment.
• Strong customer service, written and spoken communication, and multi-tasking skills.

Responsibilities

• Provide administrative support to the Department of Chemical Engineering, Electrical and Computer Engineering, and Mechanical Engineering.
• Serve as the primary front-facing representative for these departments.
• Coordinate schedules and meeting logistics; prepare agendas and minutes as needed.
• Handle routine administrative transactions and travel arrangements for faculty and staff.
• Maintain organized filing and data entry in university databases; assist with purchasing and office logistics.

Skills

Customer service

Communication

Organization

Education

Bachelor's degree

Tools

Microsoft Office Suite

Banner system

University databases

Purchasing systems

Job description

Administrative Assistant

The Administrative Assistant will provide administrative support to the three core academic engineering units: The Department of Chemical Engineering, the Department of Electrical and Computer Engineering and the new Department of Mechanical Engineering Department. This position serves as the primary front-facing representative for those offices, handling daily administrative workflows, answering inquiries from students, faculty and staff, coordinating schedules, and processing routine administrative and executive transactions to ensure smooth daily operations across the multiple engineering disciplines. The successful candidate will report directly to the Dean.

Examples of Duties

• Workflow Coordination: Manage the administrative workflow of the Chemical Engineering, Electrical and Computer Engineering and Mechanical Engineering Departments
• Meeting Administration: Prepare detailed meeting minutes, manage schedules, and organize agendas.
• Stakeholder Liaison: Communicate effectively with a diverse network of administrators, faculty, staff, and external entities.
• Departmental Clerical and Office Support
• Department Reception:Greet visitors, answer phone lines, and triage incoming emails for the three engineering departments, routing inquiries to the appropriate faculty or staff.
• Mail and Supply Logistics:Receive, sort, and distribute incoming mail and packages; monitor, order, and restock general office and copy room supplies for all three departments.
• Filing and Data Entry:Maintain organized digital and physical filing systems for departmental records; perform routine data entry into university databases.
• Facilities Coordination:Submit and track routine maintenance requests and facility work orders for offices, classrooms, and shared department spaces.
• Student and Faculty Customer Service
• Student Navigation: Guide undergraduate and graduate engineering students toward standard academic forms (e.g., add/drop, major declarations, graduation checklists) and direct them to appropriate academic advisors.
• Faculty Support: Assist new faculty and adjunct instructors with obtaining office keys, campus IDs, syllabi templates, and general office orientation.
• Event Assistance: Provide hands-on clerical support during major school events, such as engineering career days, graduation receptions, and student orientations.
• Confidentiality and Compliance: Handle all student records, grades, and faculty data with strict confidentiality in alignment with university policies and FERPA guidelines.
• Schedule and Academic Coordination
• Travel Arrangements: Assist faculty with routing standard travel authorizations and processing routine expense reimbursements.

Typical Qualifications

• Education: Bachelor's degree is preferred.
• Experience: Three (3) years of administrative assistance experience and/or professional office training or experience, ideally in an education or fast-paced team environment.Experience working at Hampton University preferred.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel) and an aptitude to learn and work within the Banner system andability to quickly learn university-specific databases and purchasing systems.
• Core Competencies: Outstanding customer service skills along with strong oral and written communication capabilities. Strong organization skills and attention to detail; friendly, professional customer service demeanor; ability to multi-task and switch between tasks for different departments seamlessly.