Administrative Specialist

4 days ago

Beaumont, Texas, United States Lamar University Full time
About This Role:

This position provides administrative support to the Department of Mechanical Engineering, interpreting and explaining policies and procedures, and resolving problems or complaints as needed.

Responsibilities include providing customer service by greeting and assisting students; handling incoming calls and routing them to the appropriate offices or personnel; copying and distributing messages; and responding to inquiries from students, faculty, staff, and the public.

A strong focus is placed on developing and maintaining a positive and professional customer service orientation. The role also involves maintaining and reconciling departmental budgets, monitoring expenditures, and conducting basic account analyses.

The position also prepares both special and recurring reports, and manages technical, financial, and project records. Maintaining filing systems is a key responsibility, including updating records, retrieving information, ensuring the security of personnel files, protecting confidentiality, following guidelines for file destruction, and tracking information as necessary.

Key Responsibilities:
  • Process and maintain record of Mechanical Engineering advising appointments, email to/from students and faculty pertaining to enrollment, advising and information regarding the program, and register graduate students.
  • Build and amend courses for the department each semester in LU Schedule Building.
  • Submit Electronic Personnel Action Forms for faculty, students, and staff.
  • Cooperate with other departments across campus including Graduate Studies, Registrar's Office, and Graduation Office to ensure graduate processing is complete.
  • Schedule and coordinate events and visits for the department including prospective employees, advisory council meetings, and industry partners.
  • Prepare and complete department purchasing through Cardinal Purch.
  • Attend College of Engineering Events as needed.
  • Attend and maintain records of department faculty meetings.
Key Competencies:
  • Expertise in Administrative and Office Management: Demonstrated ability to handle administrative tasks effectively within an academic environment.
  • Proficiency in Office Software and Tools: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint and other relevant software).
  • Strong Verbal Communication Skills: Excellent ability to convey information clearly and professionally in both one-on-one and group settings.
  • Dependability in Attendance and Time Management: Proven track record of punctuality and consistent attendance.
  • Competence with Office Equipment: Skilled in operating photocopiers, fax machines, multi-line phone systems, and other standard office machinery.
  • Understanding and Following Instructions: Ability to comprehend and execute moderately complex oral and written instructions.
  • Effective Interaction with Stakeholders: Proficiency in engaging tactfully and professionally with students, prospective students, advisory council members, and faculty.
  • Multi-tasking Abilities: Capability to manage multiple tasks or events simultaneously while maintaining the quality and timeliness of work.
  • Teamwork and Collaboration: Ability to work harmoniously with colleagues and supervisors, contributing to a cooperative work environment.
  • Adaptability to Fast-paced Environments: Comfort and efficiency in handling tasks and challenges in a dynamic and rapidly changing setting.
  • Compliance with Institutional Policies: Commitment to adhering to university and departmental policies and procedures.

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