Position Title: Administrative Assistant for Academic Affairs
Normal Work Hours: 35 hours per week (Mon. - Fri.)
Department: Academic Affairs
Immediate Supervisor: Director of Academic Affairs and Sponsored Programs
Olin College of Engineering seeks employees who are passionate about working collaboratively within and outside of the Olin community to support the College’s mission and vision for the future.
At Olin, we are educating the next generation of engineering innovators and shifting the definition of engineering. Not only do our students ask, “Who are we designing this for, and what are their values?” They also ask questions about the impact of their work on society.
As Olin evolves under the leadership of our new president, Dr. Gilda Barabino, we seek to become a more diverse and aware community, a place where everyone is a learner and where everyone is an educator. Olin will become a place where experimentation—including making and learning from mistakes—will be embraced across the institution, not just in the classroom. Collaboration is key to Olin’s curriculum and culture, and we will work intentionally to reinforce the values and culture to which we aspire. We are a community that thrives on being together; we value trust. The College supports teams to collaboratively decide how they can best do their work, display a commitment to the community, all while providing individuals with overall work-life-flexibility.
This role plays an integral role in supporting the academic programs of the College as part of the Academic Affairs Administrative Assistant team. This four-member team works as a unit to ensure the effective delivery of the many services associated with academic operations. Responsibilities include, but are not limited to, administration of academic purchasing, financial administration, coordination of college services among campus offices, as well as general administrative support to the faculty. In addition to these core responsibilities, each member of the team will be responsible for managing longer term projects, which may include coordinating academic events, supporting faculty recruitment efforts, managing course budgets, as well as other initiatives.
Primary Responsibilities and Duties:
- Provide general administrative support for faculty members.
- Purchase materials and equipment for courses, projects, and research. Communicate with vendors, initiate purchase orders or place orders online, via email, or by telephone.
- Identify new vendors and establish new accounts. As appropriate, negotiate prices that are favorable to the College.
- Make payments with the College’s procurement card or prepare payment requests for processing through Financial Affairs.
- Track student employment for academic programs and approve timesheets through the ADP system.
- Process purchases and reimbursements associated with grants approved by the Office of Sponsored Programs.
- Act as a resource for faculty who are leading activities outside the classroom and help coordinate with other areas of the college to ensure the successful delivery of these activities.
- Prepare travel reports, payment requests, and expense transfers. On a weekly basis reconcile charges to your procurement card on the College’s online transaction system and reconcile charges made by faculty on their procurement cards monthly. Generate monthly report of charges by account code and faculty member. Upon request, confirm account balances for faculty.
- Act as a contact for Financial Affairs to field questions and resolve issues related to academic transactions.
- Act as the administrative coordinator and/or work with Administrative Assistant team on select events throughout the calendar year, including end-of-semester events, professional conferences, workshops, talks, and presentations. Maintain event expense records.
- In support of academic events, organize and attend event planning sessions, coordinate logistical arrangements, prepare associated schedules and printed materials, and make catering arrangements as needed. Coordinate with Facilities and Informational Technology (IT) staff for all events and programs.
- Assist with activities associated with the faculty recruitment process in consultation with faculty search committee. This may include support placing job advertisements, helping to coordinate interview schedules, book associated travel or process reimbursements, and coordinate IT services for technology needs of the applicants.
- Interact directly with students directly on various class, research, and community projects as well as purchasing and reimbursement of expenses.
- Assist with special projects and perform other duties as assigned.
Qualifications and Skills
- Excellent interpersonal skills, including advanced verbal and written communication skills, ability to earn the trust and confidence of all constituencies.
- Ability to handle multiple tasks and projects simultaneously, effectively, and efficiently.
- Skills in organizing resources, establishing priorities, and serving as a collaborative member of a four-person administrative support team.
- Willingness to take initiative and problem solve when faced with challenges that naturally arise in a dynamic work environment.
- Proficiency in online research, Microsoft Office suite of tools, Google suite, and Zoom. Willingness and interest to learn new systems used by the College.
- Excellent attention to detail.
- HS Diploma or Associate’s degree (or higher).
- This position requires skills typically acquired through receiving a HS Diploma or Associate’s degree (or higher) and a minimum of 5 years of office experience; however, other combinations of education and skills will be considered.
* Olin’s hiring salary will typically start in the entry point to mid-point of the range. The starting salary will vary based on the candidate’s relevant experience, skills and education.
Olin College is an Equal Opportunity Employer. Please copy and paste the following URL to complete this Interest in Position Form: https://olin.qualtrics.com/jfe/form/SV_2339MH76F6IMeBE
- A current CV or resume.
- An Olin-specific cover letter. Tell us why you are excited to join Olin and how your experience might contribute to Olin’s community.
Non-discrimination/Affirmative Action Statement
In accordance with its own values and with federal and state regulations, Franklin W. Olin College of Engineering does not discriminate in admission, programs, services or employment—including the recruitment, hiring, training and promotion of persons in all job classifications—on the basis of race, color, religion, gender, national origin, sexual orientation, age, physical or mental disability, or veteran status.