Skip to Main Content

Executive Assistant

Posting Details

Position Information

Position Title Executive Assistant
Department Mechanical Engineering-Engineering Mechanics
Location Main Campus (Houghton, MI)
Position Type Staff
Full-time/ Part-time Full-time
Full-Time Equivalent (1.0=100%) 1.0
Appointment Term 12 Month
Pay Type Salary Basis
Salary or Hourly Rate Commensurate with Experience
Position Duration Dependent on External Funding? No
Title of Position Supervisor Department Chair

Position Summary Information

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Description Summary

The Mechanical Engineering – Engineering Mechanics (MEEM) Departmental Executive Assistant provides comprehensive professional and administrative support to the department chair. The executive assistant communicates to internal and external stakeholders on the Chair’s behalf, coordinates the advancement efforts of the department and manages the advancement accounts, assists with production of department publications, oversees department advancement events, processes all department employment paperwork, provides administrative support to the department promotion, tenure and reappointment committee, and serves as department office coordinator.

Essential Duties & Responsibilities (other duties may be assigned)

1. Assist the department chair with confidential, sensitive matters.
2. Manage the department chair’s calendar/meetings, communicating to internal and external constituents, and frequently interacting with faculty, staff and senior-level administration.
3. Serve as the primary point of contact for communications to and from the department chair.
4. Anticipate the operational needs of the department chair and work to execute short- and long- term goals of the department.
5. Analyze information and independently resolve administrative problems; resolve, escalate, or route incoming requests appropriately.
6. Authorize and create check requests, interaccount bills and purchase orders with delegated authority from department chair.
7. Manage advancement activities for the department. Including but not limited to promoting communication between the department and the Office of Advancement in support of advancement activities, identifying and facilitating connections with potential donors, scheduling meetings and events on behalf of the chair, scheduling donor visits, managing the stewardship process for existing donors, and preparing reports. Collaborate with the chair and department advancement officer to formulate a plan for strategic visits.
8. Coordinate/oversee travel arrangements and make all necessary arrangements for the chair, process travel vouchers and external reimbursements
9. Manage and create workflow for the faculty reappointment and promotion/tenure process and adjunct appointment processes
10. Prepare official internal and external correspondence/letters in collaboration with the chair and on behalf of the chair
11. Process non-financial and staff status change forms
12. Manage and/or create workflow for all department hiring and complete associated paperwork including faculty searches, international visiting scholars, postdoctoral fellows, and volunteers.
13. Research student and advancement information for the department annual report, coordinates with other contributors, oversees distribution of completed publication, process check requests, and maintain and report the expense information
14. Research correspondence, newspapers, Tech Today, Internet articles, emails, etc. to gather information about alumni, faculty, staff, students, the department and the University, compose articles, and format the publication of the Department Quarterly eNewsBrief.
15. Manage department campaign operating accounts, track gifts to the department, collaborate with Michigan Tech Fund personnel to reconcile differences in categorization of donations and status of funds, and compile reports on the status of the campaign.
16. Recording Secretary for department executive committee and external advisory board meetings
17. Maintain personnel records for each employee.
18. Arrange departmental functions, academy inductions, presidential council of alumnae, nominations, receptions, etc.
19. Supervise UAW employees, temporary employees and student workers.
20. Create and prepare routine and adhoc reports using WEB FOCUS, BANNER, advanced features of spreadsheets, word processing, and database software.
21. Monitor and reallocate department advancement Visa credit card.
22. Other duties as assigned which may occasionally require schedule modification.

Required Education (minimum requirements)

• Bachelor’s degree in business or a related field or equivalent combination of education and experience from which comparable knowledge and abilities have been acquired.

Required Experience (minimum requirements)

• Three-five years relevant administrative experience coordinating multiple tasks, budgets, projects, etc.
• Experience working as part of a team in an administrative setting.
• Experience supervising others.
• Experience managing budgets and financial data.
• Attention to detail in work with a high degree of accuracy.
• Experience managing multiple projects simultaneously.
• Work experience using a computer with basic software packages.
• Experience with advanced computer software systems, such as, Excel, Access, Power Point
• Experience using advanced features of spreadsheet/database software and word processing software such as creating charts, utilizing formulas, sorting, mail merge, etc.

Desirable Education and/or Experience

• Experience working in an academic environment or other complex organization.
• Experience using BANNER or similar organizational database.
• Experience creating, planning and executing events
• Accounting experience

Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Excellent interpersonal and customer service skills
• Excellent oral and written communication skills
• Ability to use both basic (Microsoft Office) and advanced (BANNER or other) software packages.
• Demonstrated ability to take initiative and plan ahead
• Demonstrated organizational, project management, time management, and problem solving skills
• Demonstrated ability to use judgment when dealing with confidential information
• Positive attitude toward innovation and creativity.
• Demonstrated ability to work with accuracy and attention to detail
• Demonstrated ability to work independently and take initiate to solve problems
• Demonstrated ability to work as part of a team.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse students, faculty, and staff.

Desirable Knowledge, Skills, and/or Abilities

• Demonstrated knowledge of University policies and procedures

Language, Mathematical, and/or Reasoning Skills
Work Environment and/or Physical Demands
Required Training and Other Conditions of Employment

Posting Detail Information

Posting Number 17000
Posting Type Internal & External Posting
Internal Posting Date
External Posting Date 01/11/2017
Open Until Filled Yes
Special Instructions to Applicants (if applicable)
Additional Information



Accept References No
Cutoff Date
Reminder Days
Minimum Requests
Maximum Requests
Applicant Special Instructions
Provider Special Instructions
Confirmation Message To Provider

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents