Administrative Assistant, Engineering Department
Provides support to managers at the Dean level or below. Performs diversified and confidential secretarial and administrative duties requiring experience, skill and knowledge of organization policies and practices.
Essential Duties and Responsibilities
- Exposure to highly sensitive and confidential information.
- Tight deadlines and pressure; must be able to “learn on the fly”.
- Keep current with new technology.
- Anticipate the manager’s needs for support.
- Must juggle many tasks simultaneously.
- Timely and accurate completion of projects, assignments and quick turnaround of documents
- Friendly and courteous.
- Plan, organize, schedule and coordinate meetings and appointments; anticipate logistics requirements.
- Identify priorities to meet deadlines.
- Collaborate with other assistants as needed to provide seamless administrative coverage.
- Manage travel schedule, plans and expense reports in a timely manner.
- Prepare complex, presentations with graphics, other documents, and reports.
- Organize and update files, reference materials, and confidential / proprietary business information, removing outdated items.
- Screen and prioritize appointments, calls, and respond to inquiries from internal/external sources.
- Initiate routine and some non-routine correspondence with minimal direction.
- Pay invoices, track expenses, and maintain departmental budget.
Education and/or Experience
- A minimum of a high school or GED diploma and 1-2 years business administration experience. Associates degree is preferred.
- Ability to maintain confidential and sensitive information.
- Demonstrated intermediate-level knowledge in preparing presentations, managing calendars, screening calls, event and activity planning.
- Flexibility of schedule – ability to work as needed to complete tasks and meet deadlines, including before and after normal office hours.
- Intermediate skills in the use of Microsoft Suite including: Word, PowerPoint, Excel, and Outlook, including some advanced features.
- Strong communication skills (verbal and written) including proofreading and editing.
- Positive Attitude with Trine University Ethics and Values.
- Minimum typing speed of 60 wpm with 100% accuracy at that rate.
- Project a professional image at all times while representing Trine University (appearance and demeanor).
- Commitment to working collaboratively with other assistants to maintain seamless coverage, as needed.
- Ability to implement the latest technology while regularly reviewing emerging improvements/upgrades.
- Comfortable interacting with individuals at all levels, both internal and external.
- Ability to operate in a fast-paced environment, completing several projects simultaneously for various managers.
- Strict observation to safety rules and regulations and strict adherence to process discipline.
Trine University offers a comprehensive benefit package designed to provide a variety of choices to best fit your needs and the needs of your family. Benefits offered include:
- Health – medical, dental, vision, prescription drugs, flex spending or HSA accounts
- Retirement – after one year of full-time service you are eligible for employer contribution of 5% and up to an additional 5% employer match
- Life Insurance – a variety of voluntary life options are available along with employee life insurance (1½ times annual salary)
- Education – after 6 months of full-time service education benefits are available for employee, spouse, and dependent children
- Vacation and Sick Pay – in accordance with Trine's policy
See plan documents for benefit details.
The salary is competitive and commensurate with experience and qualifications.
Trine University is an equal opportunity employer. Applicants are considered for employment without regard to race, color, religion, sex, age, disability, national origin, genetic information, citizenship status, military status, or any other basis prohibited by law, unless such basis constitutes a bona fide occupational qualification. Trine will comply with its legal obligation to provide reasonable accommodations to qualified individuals with disabilities and for religious beliefs.