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Job ID: 104073

Administrative Assistant, Gaetz Aerospace Institute
Embry-Riddle Aeronautical University

Date Posted Feb. 27, 2018
Title Administrative Assistant, Gaetz Aerospace Institute
University Embry-Riddle Aeronautical University
Application Deadline Open until filled
Position Start Date Available immediately
  • Daytona Beach, FL
    United States
  • Other Administrative Categories
  • Administrative Support/Services

Embry-Riddle Aeronautical University’s Gaetz Aerospace Institute (GAI) in Daytona Beach, Florida is currently looking to hire an Administrative Assistant. This position is responsible for providing the overall administrative support to the Director of the Gaetz Aerospace Program, program coordinators, and faculty. These responsibilities include submitting purchasing card logs and statements for GAI, assisting in organizing and preparing the final submission of faculty contracts and ordering of all GAI office supplies. Other duties include maintaining department files and records, coordinating meetings and organizing all travel relating to faculty, staff and student trips, setting up summer camps, STEM Outreach and coordination and monitoring of the student employees, maintaining GAI recruiting materials and providing tours of the University for prospective students and families. Responsibilities include the following:Preplan and participate in GAI special events including, but not limited to the Family Weekend, Faculty training, Department Retreats, Senior Preview weekend, Student Appreciation events, and conferences.  Plan, budget, participate, supervise and implement preparations for meetings sponsored by the GAI including negotiations of contracts with hotels and vendors, registrations, catering, facilities management, marketing, signage, solicitation of sponsors, and audio visual.   Manage and order all supplies for the department, including business cards and name tags.  Coordinate and distribute print requests, oversee book request forms and interface with campus bookstore.  Maintain printing, grading, copy, shredder workstation, including printer/toner cartridges and paper supplies.  Manage Faculty/Staff listing.Plan, budget, manage and implement awards receptions, college gatherings, and department meetings.  Coordinate tours and welcome receptions for visitors; draft and finalize agendas.  Preparations include all requirements for small-to-large-scale meetings.Maintain Directors calendar, including scheduling meetings, reserving meeting rooms and catering.  Coordinate meetings with faculty, staff, and vendors. Assist faculty with regard to room reservations, travel expenses, desk book copies, ERNIE, Blackboard, Canvas, or other software applications.  Collect syllabi and office hour schedule from faculty at the beginning of each semester.  Coordinate the Directors travel to include the preparation of itinerary, flight, ground transportation, and hotel accommodations.Maintain faculty files.  Attend department meetings, take meeting minutes and distribute to faculty. Create certificates of completion for department-endorsed industry programs. Greet visitors, answer incoming calls and relay accurate messages, handle complaints, prioritize and distribute incoming mail. Attend and coordinate staff and faculty meetings and track action items; communicate regularly with faculty members. Assists Fall Faculty contracts as they come in for review, signatures and final submissions on a timely basis. Assists in preparing and managing Contracts for GAI Faculty. Advises Faculty of all upcoming events and commitments.   Participate on committees related to functions of the Directors office, Graduation ceremonies, Orientation, Awards Ceremonies, Building Liaison Meetings, and Department meetings.Organizes department activities to promote good relationships within the department administration, staff and students. Provides faculty, staff and students with pertinent changes in University regulations when transmission is needed. 

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