Administrative Assistant, Mechanical Engineering Department

Manhattan University; New York (NY); On-site; USD 48,000 - 70,000; Full time

Job summary

Manhattan University’s Mechanical Engineering Department seeks an organized Administrative Assistant to support the Chair, faculty, staff, and students. This in-person role requires strong communication, attention to detail, and the ability to manage multiple priorities with discretion.

You will handle calendars, meetings, and department events, assist with ABET activities, and manage departmental records and purchasing through university systems.

Qualifications

• Associate's degree or vocational/technical degree with minimum three years of admin experience.
• Strong written and verbal communication, interpersonal, customer-service, organizational and detail orientation.

Responsibilities

• Serve as primary contact for students, faculty, staff, visitors, and external partners; direct inquiries to resources and processes.
• Provide admin support to the Department Chair and faculty; coordinate calendars, meetings, room scheduling and minutes.
• Support ABET accreditation, program assessment, and data collection/archiving.
• Coordinate labs, senior design activities, seminars, advisory board meetings, student competitions, and department events.
• Handle purchase requisitions, invoices, reimbursements, travel arrangements, and budget tracking.
• Maintain inventories and coordinate facilities, textbooks, desk-copy, lab, and course-related requests.
• Assist with faculty advising, student records, syllabi, office hours and enrollment information.
• Support faculty searches, including applicant files, schedules, travel and accommodations, interview logistics, and appointment forms.
• Supervise student workers and graduate assistants; manage timesheets and related processes.
• Maintain organized electronic files using Banner, Moodle, Unimarket, and other university systems.
• Help maintain the department’s social media presence and promote events and achievements.
• Handle confidential information with discretion and provide general admin support.

Skills

Communication

Organization

Time management

Attention to detail

Customer service

Verbal communication

Education

Associate's degree

Bachelor's degree preferred

Tools

Banner

Coursedog

Moodle

Unimarket

Microsoft Office

Job description

Position Description

About the Mechanical Engineering Department: The Mechanical Engineering Department provides a rigorousengineering education emphasizing technical excellence, hands-onlearning, design, experimentation, research, and professionaldevelopment. The Administrative Assistant is an integral member ofthe department, supporting students and faculty while helpingensure efficient academic and administrative operations.

The Mechanical Engineering Department seeks a highly organized,proactive, and service-oriented Administrative Assistant to providecomprehensive support to the Department Chair, faculty, staff, andstudents. As a primary point of contact for the department, thisposition requires excellent communication and organizationalskills, attention to detail, sound judgment, discretion, and theability to manage multiple priorities independently.

This is a full-time, in-person, non-remote position

Job Responsibilities

• Serve as a primary point of contact for students, faculty,staff, visitors, and external partners; respond to inquiries anddirect students to appropriate University resources, forms, andprocesses.
• Provide administrative support to the Department Chair and faculty; coordinate departmental workflow, calendars, records,meetings, room scheduling, meeting minutes, andcommunications.
• Support ABET accreditation, program assessment, and continuousimprovement by assisting faculty with collecting, organizing,maintaining, and archiving required documentation and data .
• Provide administrative and logistical support for MechanicalEngineering laboratories, senior design/capstone activities,presentations, seminars, advisory board meetings, studentcompetitions, faculty and student research activities, anddepartmental events.
• Process purchase requisitions, invoices, reimbursements, travelarrangements, and check requests; assist with budget tracking and reconciliation and coordinate purchasing through systems such asUnimarket.
• Maintain inventories of departmental supplies, equipment, andfurniture; coordinate facilities, maintenance, textbook, desk-copy,laboratory, instructional, and course-related requests.
• Assist with faculty advising assignments, student records,syllabi, office hours, enrollment information, and otherdepartmental academic records.
• Support faculty and adjunct searches, including applicantfiles, candidate schedules, travel and accommodations,presentations, meals, interview logistics, recommendation letters,and appointment forms.
• Supervise student workers and graduate assistants, includingwork assignments, timesheet approvals, and related administrativeprocesses.
• Maintain organized electronic files and paperless processesusing Microsoft Office, shared drives, e-signature platforms,Banner, Coursedog, Moodle, Unimarket, and other Universitysystems.
• Help maintain the department’s social media presence by sharingand promoting events, activities, and student and facultyaccomplishments.
• Handle confidential student, personnel, search, and budgetinformation with discretion; provide general technical andadministrative support and perform other duties as assigned.

Requirements

• Associate's degree or vocational/technical school degree and aminimum of three years of administrative experience.
• Excellent written and verbal communication, interpersonal,customer-service, organizational, time-management, andattention-to-detail skills.
• Ability to manage competing priorities, meet deadlines,exercise sound judgment, maintain confidentiality, and workindependently with limited supervision.
• Strong proficiency with Microsoft Office, shared drives,e-signature platforms, and email/calendar systems.
• Ability to quickly and independently learn currently used ornew digital tools and institutional systems such as Banner,Coursedog, Moodle, and Unimarket.

Supplemental Information

Preferred:

• Bachelor's degree; experience in an engineering, STEM,laboratory, or higher-education environment.
• Experience with purchasing, budgets, academic events, facultysearches, accreditation, assessment, or institutionalreporting.
• Familiarity with ABET accreditation or willingness to learnaccreditation-related administrative requirements.