Administrative Assistant

Hampton University • Hampton, VA

2d

About The Position

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.

Requirements

• Three (3) years of administrative assistance experience and/or professional office training or experience, ideally in an education or fast-paced team environment.
• Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel)
• Aptitude to learn and work within the Banner system
• Ability to quickly learn university-specific databases and purchasing systems.
• Outstanding customer service skills
• 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.

Nice To Haves

• Bachelor's degree is preferred.
• Experience working at Hampton University preferred.

Responsibilities

• Manage the administrative workflow of the Chemical Engineering, Electrical and Computer Engineering and Mechanical Engineering Departments
• Prepare detailed meeting minutes, manage schedules, and organize agendas.
• Communicate effectively with a diverse network of administrators, faculty, staff, and external entities.
• Greet visitors, answer phone lines, and triage incoming emails for the three engineering departments, routing inquiries to the appropriate faculty or staff.
• Receive, sort, and distribute incoming mail and packages; monitor, order, and restock general office and copy room supplies for all three departments.
• Maintain organized digital and physical filing systems for departmental records; perform routine data entry into university databases.
• Submit and track routine maintenance requests and facility work orders for offices, classrooms, and shared department spaces.
• 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.
• Assist new faculty and adjunct instructors with obtaining office keys, campus IDs, syllabi templates, and general office orientation.
• Provide hands-on clerical support during major school events, such as engineering career days, graduation receptions, and student orientations.
• Handle all student records, grades, and faculty data with strict confidentiality in alignment with university policies and FERPA guidelines.
• Assist faculty with routing standard travel authorizations and processing routine expense reimbursements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level