General Summary of Position:
Reporting to the Sr. Assistant to the Dean and IUCRC Technical Program Manager, this staff member will provide operational and programmatic support for college-based initiatives and the Windstar/SHAP3D Centers. This position is a split between the college (60%), Windstar (10%) and SHAP3D (30%). The staff member may be assigned priority tasks to smooth out time-critical issues often encountered during beginning and end of semesters needs for the departments. On a routine basis, the staff member will work on projects that are identified by the dean and department chairs which are essential but not time-critical.
The ideal candidate must be able to/willing and easily move between the college and centers. S/he - They must be a highly motivated, innovative individual, who possesses keen attention to detail, a mastery of all UML platforms (PeopleSoft, Summit, HRDirect, PageUp, JobHawk, Buyways, T&E, Office365) and enjoys an ever-changing, fast-paced work environment.
Operational Support, Dean’s Office:
- Serve as the first point of contact for students, faculty, staff, community and industry partners.
- Oversight of general engineering email and phone line; receive/direct internal phone and email inquiries, answer correspondence accurately and in a timely manner.
- Approve travel and expense reimbursements for faculty, staff and students as needed.
- Submit/manage monthly bank card reconciliations for Dean’s Office staff.
- Oversee procurement for Dean’s office, support procurement for Lin Makerspace and Industrial Capstone program.
- Approve travel authorizations (faculty/staff) on behalf of the Sr. Assistant/Dean.
- Oversight of software renewal tracking and purchasing.
- Utilizing PageUp, JobHawk and HRDirect, create and monitor Makerspace, MS Coop, and college-based advertisements and contracts (students, PT staff, ACF/ACP) as needed.
- Assist with administrative logistics for internal and external college gatherings and functions such as: Faculty/Staff Retreats, Accelerator workshops, Industrial Capstone Showcase, Dean’s Scholar’s Reception and IDEA camp.
- Assist with donor stewardship, alumni events and communications as needed.
- Assist with website content creation and editing as needed.
- Assist with budget and data analysis/reporting, and correspondence on Dean’s behalf.
Operational/Administrative Support, WindSTAR and SHAP3D I/UCRCs:
Center Operations:
- Assists Center Directors and Technical Program Manager with center operations and administration (operating budgets, contracts/grants administration, payroll, purchasing) and communications.
- Reviews and monitors monthly cost reports for all grant accounts.
- Communicates with financial/research offices to rectify issues in accounts.
- Tracks records and communications (invoices, publications, IP disclosures, reports, presentations, project data, software) and assists with documenting meeting minutes and agenda preparations.
- Maintains membership (industry, faculty, students, prospective members) records.
- Maintains center operations calendar (reporting, project proposal through closeout, invoicing).
- Maintains centers data repositories.
- Assists with report preparations and submissions.
Center Events:
- Includes IAB meetings, center and site meetings, webinars, regularly scheduled project meetings, conferences and booths at technical and trade shows.
- Coordinates event communications, registrations, non-disclosure agreement (NDA) signatures, travel arrangements, catering,
- Assists with collection and distribution of meeting documents.
- Assists with preparation of programs, name tags, and other necessities for events.
- Provides operational and administrative support during events.
Coordinates Center Marketing:
- Maintains center websites (content creation, design).
- Makes recommendations and implements changes in website.
- Assists and makes recommendations on Center branding.
Minimum Qualifications (Required):
Education and Experience:
- High School Diploma or GED/equivalent with 3-5 years of related experience
Preferred Qualifications:
- Bachelor’s Degree preferred
- Experience in higher education and grants administration preferred
- Experience with Office365 and PeopleSoft preferred
- Experience with accounting and financial software preferred
Additional Considerations:
- Experience with web content editing/creation
- Experience with donor relations/high level alumni, corporate partner and academic workgroup interactions
- Significant event planning experience; comfort level working with vendors, oversight of volunteer staff, soliciting/negotiating bids, budget management and post event evaluation
- Strong, succinct oral and written skills required for frequent communication, reporting and presentations
- Must be self-motivated with a high degree of initiative and ability to multitask with no supervision
- Requires extreme attention to detail and record keeping skills
- Ability to use discretion when implementing strategies to meet goals and priorities
- Desire to be engaged in the profession and participate in professional organizations
Special Instructions to Applicants:
Only current UML Employees within the Grants & Contracts (MTA/GRACE) bargaining unit will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.
This is a Grants & Contracts (MTA/GRACE) bargaining unit position, Grade P15.
Review of applications will begin immediately and continue until the position is filled; however, the posting may close when an adequate number of qualified applications are received.
This position is contingent upon funding.
Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process
