Administrative Assistant

University of New Hampshire

4d•$16 - $26•Onsite

About The Position

Under the general supervision of the Administrative Coordinator, serve as a primary point of contact for Mechanical Engineering and Integrated and Applied Mathematics (IAM) students, faculty, staff, visitors, and external stakeholders. With a focus on service excellence, operational effectiveness, and continuous improvement, independently perform a variety of moderate to complex administrative functions that support the educational, research, outreach, and operational missions of both units. The position is responsible for coordinating student support services, faculty support, departmental operations, events, communications, purchasing, scheduling, and data management. The incumbent exercises independent judgment in managing competing priorities and resolving issues in accordance with departmental policies, university procedures, and program goals. Extensive software proficiency, organizational skills, attention to detail, and effective communication are essential. This position supports both Mechanical Engineering (77%) and the Integrated and Applied Mathematics Program (23%).

Requirements

High school diploma or equivalent and three years of office experience; or specialized training, higher education, or any equivalent combination of education and experience totaling three years.
Experience supporting academic, administrative, or professional office operations.
Experience using office productivity software, databases, spreadsheets, and enterprise information systems.
Strong customer service and interpersonal skills.
Excellent written and verbal communication skills.
Demonstrated organizational skills and attention to detail.
Ability to manage multiple priorities and deadlines simultaneously.
Ability to work independently while exercising sound judgment.
Ability to establish and maintain effective working relationships with students, faculty, staff, administrators, and external constituents.
Proficiency with Microsoft Office applications and web-based software systems.
Experience with database management, record keeping, and document preparation.
Ability to handle confidential information with discretion.
Strong problem-solving and analytical skills.

Nice To Haves

Associate's or Bachelor's degree.
Experience in higher education administration.
Experience with Banner, Workday, EMS, Canvas, or similar enterprise systems.
Experience supporting graduate programs, research activities, or academic departments.
Experience maintaining websites and social media platforms.
Experience supporting events, workshops, conferences, or outreach activities.

Responsibilities

Support undergraduate and graduate students throughout their academic lifecycle, including admissions support, orientation, registration, advising preparation, scholarship administration, teaching assistant appointments, intent-to-graduate processing, and thesis/dissertation defenses.
Maintain student records and files in university systems.
Coordinate graduate student seminars, orientations, and student communications.
Manage advising and pre-registration processes, including database maintenance and monitoring completion of departmental requirements.
Process petitions, exemption forms, and graduate school documentation.
Support prospective student visits, departmental tours, recruitment activities, and student success initiatives.
Provide support for senior design/capstone projects, including purchasing, communication, and project coordination.
Serve as an administrative contact for Mechanical Engineering and IAM.
Assist with the coordination of departmental and institute meetings, seminars, workshops, conferences, and special events.
Manage room reservations, scheduling requests, catering, parking requests, visitor logistics, and event documentation.
Assist with budget tracking, procurement processes, purchasing card documentation, reimbursements, and financial recordkeeping.
Support accreditation, assessment, and reporting activities through data collection and organization.
Maintain departmental and institute records, databases, and electronic filing systems.
Assist with website updates, communications, newsletters, and social media activities.
Coordinate IAM events, seminars, workshops, and outreach activities.
Maintain IAM records, communications, and website content.
Support IAM-affiliated faculty, students, and visitors.
Assist with institute reporting, scheduling, meeting coordination, and special projects.
Facilitate communication among IAM participants, university units, and external partners.
Provide front-line service to students, faculty, staff, alumni, and visitors.
Respond to inquiries and resolve routine administrative issues independently.
Maintain office procedures and documentation.
Perform other administrative duties as assigned in support of departmental and institute operations.