Administrative Specialist Mechanical Engineering

Position Summary

The Undergraduate Administrative Specialist is a critical front-line position providing comprehensive administrative operational and academic support to the MAE department. .This position serves as a primary resource for students faculty and university stakeholders supporting academic processes student services program administration course scheduling assessment activities communications recruitment and related departmental initiatives. The role requires extensive knowledge of academic policies and procedures strong organizational and communication skills sound judgment attention to detail and the ability to independently manage multiple priorities in a fast-paced environment while delivering exceptional customer service. Working hours are Monday - Friday 8 am - 5 pm. This position will be 100% in office.

25% - AdministrativedepartmentsupportCollect organizeandcompileaccreditation-relatedmaterials on a semester basis. Support undergraduate program assessment reporting and continuous-improvement activities. Provide assistance as needed with course scheduling revisions and related program processes. Assist with departmental meeting logistics departmental purchases large departmental events such as the bi-annual advisory board meetings and faculty needs including proctoring make-up examinations as needed. Support the ASA with federal work-study recruitment training and supervision.

20% - Administrative student support - Serve as administrative liaison on behalf of MAE with college and university offices including Financial Aid International Student Services Admissions and others as needed. Serveaspoint of contact for undergraduate students in regards to employment appointment concerns and related administrative processes. Interpret and communicate applicable university and departmental policies and procedures assisting students in navigating institutional departments and processes.. Collaborate closely with the Undergraduate Program Director and MAE Academic Advisor.

20% - Academic Support In collaboration with the Undergraduate Program Director and MAE Academic Advisor provide timely and accurate administrative support and information regarding course management/enrollment academic/program requirements registration support academic policies and procedures university deadlines and graduate a fast-paced office environment serve as triage for student inquiries assisting the MAE Academic Advisor with daily student needs through email and in-person inquiries. Maintain accurate student and departmental academic data monitoring deadlines and facilitating communication with campus departments as necessary.

20% - StudentProcessing and Records Management-Processcoursepermits and enrollment-related requests;maintain accuratestudentfilesandrecords;conduct registration and graduation checks and provide department approvalfor university paperwork such asARCpetitions change-of-major requests and other academic procedures as needed. Support the Undergraduate Program Director through academic and administrative deadlines communicating with student faculty and staff stakeholders across the university as required.

10% - Recruitment Retention Marketing and Communications Provide administrative support for undergraduate recruitment retention marketing and departmental communications. Prepare and disseminate information and materials in electronic and hardcopy form collaborating with the Academic Services Administrator and Website Specialist as needed to current and prospective students and other stakeholders as needed.

5% - Other duties as assigned.

Minimum Qualifications:

This position requires a high school diploma or equivalent with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Degree Equivalency Clause: Four years of direct experience for a bachelors degree.
Senate Bill 1310- The Florida Senate ( is conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelors degree;
(c) Six years of direct experience for a masters degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure certification or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications:

2 years of experience working in a university environment.