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Department Assistant - Mechanical Engineering

Apply now Job no: 515572
Position type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: Mechanical Engineering
Salary: commensurate with degree/experience
Applications Open:
Applications Close:

General Summary of Position:

The staff member will work within the Mechanical Engineering Department and will provide administrative and academic support to the Mechanical and Industrial Engineering programs.  The person may also provide some support to the College of Engineering. 

Student Success: 

  • Maintain a welcoming, safe environment for students enrolled in the department, offer assistance when needed, or direction towards the correct faculty member/university resource. 
  • Maintain relationships with the Office of Disability Services, Office of Advising, Multicultural Affairs, Student Activities and Leadership and the Dean’s office, through annual workshops, feedback sessions and communication to ensure a collaborative effort is put forth for student success. 
  • Maintain undergraduate student records and correspondence and using SIS for student grades, transcripts, assisting with enrollments, class searches, removing flags, and verifying completion of degree for commencement.  
  • Supply Dean’s Office with completed student hourly worker and TA/RA contracts in a timely fashion to meet Payroll Deadlines.  
  • Support Mechanical Engineering Societies (student) as needed. Lead department-level event logistics (including but not limited to): Open House, Welcome Day, Junior Preview Day, Engineering Week, Homecoming, Engineering Receptions, Graduating Student Receptions, Commencement, etc. 
  • Serve as clearinghouse for student concerns/needs with department chair. Relay information to Chair as needed.   

Faculty Success: 

  • Provide Dean’s Office with completed adjunct and overload contracts in a timely fashion to meet Payroll Deadlines. 
  • Oversee Departmental Professional Development requests, provide Chair with requests from faculty and assist with gaining Dean’s approval. 
  • Assist faculty as needed with Promotion and Tenure, Salary Review, PMYR document collection. 
  • Assist with travel expenses, allocation of supplies (phone, computer, office items, keys, card access to secure areas).
  • Provide all new faculty with overview/documentation of policies, including: procurement, travel, expense reimbursement, leave, professional development.
  • Assist with profiles for website. 
  • Serve as clearinghouse for faculty concerns/needs with department chair.
  • Relay information to Chair as needed. 
  • Assist the Department Chair and Associate Chairs with ME Department business as needed.   

Operational Support: 

  • Serves as the first point of contact for Students, Faculty, Staff, Community, Industry Partners and other Academic Institutions; greet and direct with a professional demeanor; receive and direct internal phone and email inquiries, answer correspondence accurately and in a timely manner to meet the needs of internal and external partners in accordance with University policy.
  • Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles. 
  • Coordinate departmental alumni/corporate partner events and maintain updated addresses, phone numbers and emails of alumni and assist in creating/maintaining department group on LinkedIn. 
  • Attend partner/community events as needed.
  • Collaborate with University Advancement to ensure proper communications/donor stewardship.  
  • Create course evaluations for all courses. 
  • Assist Chair in collecting data and preparing report for department ABET accreditations. 
  • Coordinate Departmental Advisory Board meetings including agenda, invitation, and taking minutes.  
  • Plan and implement departmental gatherings and functions e.g. departmental colloquia, faculty meetings, seminars and banquets. 
  • Ensure departmental meeting minutes are recorded. 
  • Other office duties include internal and external communications via phone, email or mail and duplicating, retrieving, and distribution of records or advertising materials.  

Outreach and Workforce Development:  

  • Oversee departmental tours, outreach, advertising, and summer internship opportunities in mechanical engineering.
  • Department marketing, including: producing content and overseeing design of department print materials (brochures, flyers, postcards, etc.); using social media to interact with current and potential students, as well as alumni; content management of department websites. 

Financial Support: 

  • Provide Dean’s office with budget updates as necessary. Identify budget errors/overages and determine reconciliation with Chair/Dean’s office.  Ensure contracts/expenditures (Student, Part Time Staff, Adjunct Faculty) stay within allocated budget.
  • Work with Chair and Dean’s Office to correct any overages. 

Minimum Qualifications (Required):

  • HS Diploma/GED equivalent; 3-5 years administrative experience
  • Experience and desire to work with undergraduate and graduate students to meet the mission of the University
  • Must have strong working knowledge of: Buyways, Summit Reporting, SIS, EMPAC, Travel/Reimbursement, JobHawk, PageUp, HRDirect/ePaf
  • Excellent Computer skills, including database management software

Preferred Qualifications:

  • Bachelor’s Degree preferred 
  • Experience working in a university setting preferred
  • Strong 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 strong 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
  • Graphic design, social media, and website editing experience preferred
  • Demonstrated commitment to diversity, equity, and inclusion in an academic work environment 

Special Instructions to Applicants:

Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period. 

This is a SEIU 888 Professional Union position, Grade P15.

Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process.

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