Administrative Specialist, School of Nursing

University of Delaware

Equal Employment Opportunity Statement

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html


Job No: 499157
Work Type: Staff
Location: Newark
Categories: Administrative Support, Full Time


Pay Grade: 29E

Context of the Job:

Under limited supervision of the Business Administrator, the Administrative Specialist assists with managing the administrative functions and fiscal affairs of the Department that requires initiative, judgment, and discretion. The Administrative Specialist performs payroll functions related to departmental employees, clinical adjunct instructors, and research administration. In addition, this person leads onboarding responsibilities for non-benefitted positions. The Administrative Specialist reviews and approves procurement card transactions ensuring compliance with sponsored programs requirements and is a lead for the department in UDX procurement processing. The Administrative Specialist is proactive, customer-service driven, demonstrates exceptional attention to detail, and utilizes effective organization skills to meet concurrent deadlines in a results-driven environment.

Major Responsibilities:

HR/Payroll

• Process pay related webforms for employees and non-employees ensuring that individuals are paid accurately, timely, and in accordance with Department and University policies (e.g., S-contract, Additional Assignment, JED, Payment to Individual).
• Monitor and approve hours for miscellaneous wage employees through UD Workforce ensuring compliance with ACA regulations and University policies.
• Initiate hiring process for non-benefited employees and visiting scholars; coordinate criminal background checks; conduct onboarding; submit required forms and documents in a timely manner to ensure that new employees are hired expeditiously.
• Compile data from course planning spreadsheets to develop pay schedules for faculty and adjunct instructors based on departmental procedures and policies; update spreadsheets throughout the semesters and special sessions; generate reports as needed.
• Assist personnel with human resources and payroll activities, maintaining strict confidentiality; take initiative to troubleshoot level-appropriate matters and escalate issues to the Business Administrator as needed.

Procurement

• Independently approve procurement card transactions ensuring that expenditures are allocated properly based on sponsor programs requirements, departmental procedures, and University policies.
• Track faculty travel expenditures and assist with travel request and expense allocation based on department and University policy. Process reimbursements for employees and non-employees.
• Administers and processes all purchasing requisitions to include purchase orders and non-PO payments such as honorarium, awards, payments to individuals and vendors, participant support/incentive etc. Including submission of technology project requests for software purchases. Provide training support for procurement policies and on UDX.
• Ensures that all contract and grant expenses are allowable, reasonable, and allocated as budgeted, in compliance with policies and procedures, and in collaboration with commodity approvers and the College's Grant Administration Team.
• Maintains backup for expenditures and updates files for grant expenses to the appropriate server.
• Maintain sufficient documentation for internal/external audits. Provide procurement card training to new employees and students.

Administrative Support

• Assist with compiling and updating information for reporting purposes as needed.
• Provide administrative support to faulty, as needed.
• Provide back-up support to other office administrative staff, as needed. Maintain accurate and updated files in accordance with university policies.
• Perform job-related duties and/or assist with special projects as assigned.

Qualifications:

• Bachelors degree and three years related experience, or equivalent combination of education and experience.
• Effective verbal and written communication skills.
• Problem-solving and time management skills.
• Effective organization and attention to detail skills.
• Knowledge of University systems, policies and procedures preferred.
• Proficiency using advanced techniques in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to gather data using a variety of data sources and generate accurate reports.
• Ability to work independently using sound judgment, initiative, and discretion.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to perform complex tasks and prioritize multiple projects concurrently to ensure timely completion.
• Ability to plan, organize, prioritize, and schedule work assignments to meet the needs of the unit.
• Ability to work effectively with a wide range of constituents in a diverse community.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

Applications close:

PI187849275