Mechanical Engineering Administrative Assistant

Rose-Hulman Institute of Technology; Terre Haute (IN); On-site; USD 26,000 - 30,000; Full time

Benefits offered by this job

Health benefits

Tuition Exchange

Generous paid leave

Full-service fitness facilities

Access to labs and facilities

Job summary

Rose-Hulman Institute of Technology is seeking an Administrative Assistant for the Mechanical Engineering Department. You will provide essential clerical and student-support services, handle inquiries, and manage materials for courses and programs.

As the primary administrative liaison, you will coordinate registrations, process timesheets, and assist with budgets and records. A High School Diploma and 2–3 years of experience are expected, with strong MS Office skills and excellent

Qualifications

• High School Diploma required.
• Two to three years of professional work experience preferred.
• Strong verbal and written communication skills; interpersonal and customer service abilities.
• Proficiency in Microsoft Office Suite or related software; ability to learn new processes quickly.

Responsibilities

• Provide primary administrative support to the Department of Mechanical Engineering.
• Answer, screen, and direct calls; greet visitors and provide information to students, faculty, staff, and the public.
• Prepare routine correspondence and maintain electronic filing systems; copy, collate, assemble, and distribute materials.
• Hire student graders and Teaching Assistants; review timesheets; track department spending and submit monthly expense reports.
• Coordinate registrations, schedule presenters, arrange catering, and prepare program materials; assist with academic coordination and student registration processes.
• Maintain records and data entry; manage calendars and travel arrangements; support multiple priorities with professionalism.

Skills

Organizational skills

Communication skills

Customer service

Microsoft Office

Education

High School Diploma

Tools

Microsoft Office Suite

Job description

Mechanical Engineering Administrative Assistant

Rose-Hulman Institute of Technology has an opening in theDepartment of Mechanical Engineering as an Administrative Assistant. We havebeen ranked No. 1 among U.S. engineering colleges by the U.S. News & WorldReport Best Colleges Guide for the last 28 consecutive years.

This role serves as the primary administrative support forthe Department of Mechanical Engineering, providing a wide range of clerical,departmental, and student support services. Responsibilities include answering,screening, and directing telephone calls and walk-in inquiries; greetingvisitors; and providing general information to students, faculty, staff, andthe public. The Administrative Assistant prepares routine correspondence,maintains electronic filing systems, and copies, collates, assembles, anddistributes departmental materials.The Administrative Assistant is responsible for hiring student gradersand Teaching Assistants (TAs), reviewing and approving student workertimesheets, tracking department spending, coding departmental expenses andsubmitting monthly expense reports.

The Administrative Assistant also supports departmentalprograms, projects, and events by coordinating registrations, schedulingpresenters, arranging food and beverage services, and preparing programmaterials. Other responsibilities include assisting with academiccoordination, student registration processes, textbook management, and incidentreporting. The position is responsible for maintaining established records andfiling systems through regular data collection, record maintenance, and data entry.

In support of departmental operations, the AdministrativeAssistant schedules appointments and meetings, reserves meeting spaces,maintains electronic calendars, and coordinates travel arrangements asrequested. This position requires strong organizational, communication, andcustomer service skills, along with the ability to manage multiple prioritieswhile providing professional and efficient administrative support to thedepartment.

Qualified candidates will hold a High School Diploma andtwo to three years of professional work experience.

In addition to the required qualifications, preferredcandidates will also demonstrate excellent verbal and written communicationskills, excellent interpersonal and customer service skills. Preferredcandidates will also be proficient in Microsoft Office Suite or relatedsoftware, be comfortable learning and adapting to new processes and systems,have excellent organizational skills and attention to detail with advancedunderstanding of clerical procedures and systems such as recordkeeping andfiling as well as have the ability to work independently.

At Rose-Hulman, your successes are celebrated in a welcoming, supportive, andflexible environment with a number of benefits and resources including avariety of health benefit options; voluntary benefits such as Group Accidentand/or Group Critical Illness Insurance, Pet Insurance, and CaregiverResources; participation in Tuition Exchange; a generous and flexible paidleave program and dedicated time for professional development. As a Rose-Hulmanemployee, you will also enjoy access to full-service fitness facilities andprogramming; a performing arts center featuring national touring acts andcampus productions; and access to state-of-the-art labs, facilities, andequipment. All employees experience opportunities to have an impact on studentlives and be part of a greater purpose through multidisciplinary projectcollaboration that can have a global impact as well as receiving continualencouragement and support of philanthropic and volunteer opportunities.

Rose-Hulman Institute of Technology is a STEM (Science,Technology, Engineering, and Mathematics) focused institution, whose students’education and success are the nucleus of everything we strive for. We supportand recognize excellence in teaching, learning, innovation, and intellectualgrowth of our students, faculty, and staff. Our campus culture isstudent-focused, welcoming, and inclusive. Here, we believe that every employeehas a role to play in the mission of the institute: to provide our students withthe world's best undergraduate science, engineering, and mathematics educationin an environment of individual attention and support.

Located on the banks of the Wabash River and convenientlylocated within driving distance of seven major cities, Terre Haute is a vibrantcommunity with a revitalized downtown, museums, parks, four higher edinstitutions, a rich historical past, and dynamic food, music, and arts scene.

Payrange is $19.23 – $21.63 (or $40,000 - $45,000annually). Pay is competitive. A higher pay may be negotiated based onexperience and qualifications.

Rose-Hulman conducts background checks for all prospectiveemployees, including criminal history, education, social media, employment,driving records, and reference checks, where relevant to job duties. The scopedepends on the role's responsibilities and Institute necessity. Informationfrom background checks will be used solely to assess a candidate's suitabilityfor employment, ensuring a safe and productive workplace, and will be handledin compliance with federal and state laws.

This position is not eligible for workvisa sponsorship at this time.

EEO

Rose-Hulman Institute of Technology is an equal opportunity employer. It is the Institute’s policy to treat all employees and applicants equally according to their individual qualifications, abilities, experiences, and other employment standards. Rose-Hulman will not discriminate against any employee, applicant for employment, student or applicant for admission, including protections for those opposing discrimination or participating in any complaint process on campus or within the Equal Employment Opportunity Commission or other human rights agencies. Rose-Hulman Institute of Technology is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, please contact the Office of Human Resources.