Professional Assistant and Event Coordinator

The Department of Civil, Environmental and Architectural Engineering's mission is the education of undergraduate and graduate students to become leaders in the professional practice of engineering, chipping in to technological advances that benefit humankind while enhancing the earth's physical and biological resources. CEAE cultivates an environment of inclusivity and celebrates the growing diversity of our student body, as well as faculty and staff populations. We are committed to encouraging inclusive excellence and have adopted priorities to guide our values and practices.

Administrative Support:

• Acts as the back-up for the Coordinator of Office Operations when necessary.
• Manages the scheduling for the department Chair. This includes student and faculty requests to meet with the Chair.
• Drafts Chair correspondence, including, but not limited to, newsletters, reports, and other correspondence as needed. Gathers necessary information for these communications.
• Reviews department policy as needed, and informs Chair, faculty, and staff of specific policies that are in place when questions arise. Assists Assoc Chairs with policy and bylaw revisions as needed.
• Coordinates strategic relations outside of the department with the external advisory board and other committees as needed.
• Undertakes other duties and responsibilities as assigned to support department administration leadership such as coordinating committee meetings.
• Monitors Chair's progress toward faculty committee assignments. Maintains accurate records of committee assignments and data collection of committee progress.
• Schedules regular faculty meetings with Chair and Associate Chairs, and develops agendas; determines if staff should attend. Takes minutes at faculty meetings and posts minutes when required.
• Assists with inquiries from prospective students
• Maintains student break space and assists office coordinator with maintaining storefront

Meeting and Event Management:

• Coordinates undergraduate student recruitment events and initiatives
• Attends the department Undergraduate Student Pathways committee meetings, organizes undergraduate student community building events, and participates in student retention initiatives
• Supports the planning and hosting of regular department meetings such as the faculty/staff retreat, faculty stories and Executive Committee meetings
• Organizes faculty events and coordinates team building events, external student events and other events as needed.
• Manages an annual budget to be used for student engagement and events. Communicates regularly with CEAE finance team to help maintain an appropriate budget
• Promotes events via email, print materials, the web, and various events calendars
• Coordinates catering orders
• Plans agendas and takes meeting notes

Other Duties:

• Undertakes additional responsibilities as assigned.
• Participates in professional development and serves on college or campus committees as applicable.
• Recommends and implements process improvements to enhance department efficiency.
• Documents procedures and processes, ensuring they are accessible to the department.

• This position may be eligible for a hybrid work modality, consistent with the College of Engineering and Applied Science Hybrid Work Policy.
• Target start date is January 1, 2027.

• The salary range for this position is $51,500-$56,000 (set based on pay equity and likely within the 1st quartile).
• Relocation assistance is available within department guidelines.
• If you have prior state-classified experience in the same class series as this position, your pay may be set at a higher amount per the state Step Pay Program implemented on July 1, 2024.

• Demonstrated editing skills to produce clear, complete, yet concise communications.
• Previous experience in a university setting.
• Experience facilitating events for large groups.
• Strong technical competence and an ability to navigate video conferencing systems.