Administrative Aide - Nuclear, Plasma & Radiological Engineering

Duties Responsibilities Department Head Liaison Manage day-to-day administrative operations of the Department Head and Department. Serve as the primary point of contact between the Department Head and faculty, staff, students, campus units, external partners, and advisory bodies. Act on behalf of the Department Head as liaison to internal and external committees and offices, including Facilities and Services, Engineering Business Services Center, and Human Resources. This includes scheduling meetings, preparing and distributing materials, documenting actions, and ensuring alignment with departmental bylaws and procedures. Review, synthesize, and prioritize information received via correspondence, reports, email, and meetings to support informed decision-making. Prepare, draft, and coordinate correspondence, reports, and materials for the Department Head. Maintain and actively manage the Department Head’s calendar and meeting priorities, including preparation of materials. Serve as departmental contact and administrative coordinator for required compliance and disclosure activities tied to the Department Head’s responsibilities, including Conflict of Commitment and Interest disclosures, Report of Non-University Activities, mandated training compliance, and related University reporting requirements. Exercise confidentiality and discretion while fostering effective working relationships across campus and with external stakeholders; redirect inquiries as appropriate. Departmental Administrative Operations Supervise, oversee duties, and train, provide direction, or delegate tasks to office staff, including assigning work, managing leave, and managing performance. Responsible for departmental onboarding of student hourly employees for review of applicable internal processes. Coordinate departmental administrative and faculty-related processes, including promotion and tenure, faculty searches, annual and specialized faculty reviews, sabbaticals, affiliate appointments, onboarding, and outside activity reporting. Compile documentation, track timelines, and ensure submissions meet college and university requirements. Provide administrative coordination for faculty meetings, committees, and voting processes, including scheduling, preparation of materials, documentation, and record-keeping in accordance with departmental bylaws. Coordinate departmental events, including the NPRE and American Nuclear Society awards banquet, workshops, summer camps, recruitment events, NPRE career fairs, etc. Arrange meetings with faculty and students to set up tours, lab tours and demonstrations, lunches, etc. This includes overseeing and delegating to other administrative staff for assistance with logistics for events, and coordination with other departmental staff. Maintain faculty data and reporting systems, including biographical information and required activity reporting, ensuring accuracy and compliance. Act as Department Head proxy for absence forms/approvals and their progress through the my.npre portal system. Special Projects Coordinate with departmental facilities contact for space-related operations, including office and laboratory space assignments, space surveys, key and access authorization, and maintenance of related records. Act as Telephone Unit Coordinator, managing changes related to personnel, funding sources, and communication services. Serve as backup for the Building Emergency Action Plan (BEAP), maintaining compliance documentation and distributing required communications. Serve as back up for P-Card processing for departmental P-Card holders. Assume additional appropriate related duties to further the mission of the department.