Administrative Assistant III, School of Marine Science and Policy

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: 499599
Work Type: Staff
Location: Lewes
Categories: Administrative Support, Full Time

PAY GRADE: 27N

CONTEXT OF THE JOB:

Under the general direction of the Business Administrator II, this position performs complex administrative duties for the School of Marine Science and Policy (SMSP). The principal emphasis is on general administration and office management as well as providing the most efficient and effective administrative support and customer service to facilitate research and educational functions in the School and College. This position ensures compliance with internal and external administrative policies and procedures as well as prioritizes and resolves administrative issues. A high level of independent judgment, initiative and problem-solving skills, and the ability to demonstrate a high degree of confidentiality and discretion are required.

MAJOR RESPONSIBILITIES:

Administrative

• Effectively interacts with others by acting as unit liaison with internal and external contacts. Greets visitors and refers them to appropriate resource and/or researches and responds to inquiries when appropriate.
• Assists Faculty/Director in welcoming all new people to unit by providing a tour of building, introducing college staff, and providing New Personnel Orientation package.
• Proactively requests or purchases items required for new faculty/staff. e.g., work space, computer, phone, supplies, etc., ensuring the individual has the required tools to do their job on the first day of employment.
• Manages the issuance and returning of keys from faculty, staff and students on the Lewes campus.
• Provides administrative support to the SMSP faculty, students and programs of SMSP. Performs routine and non-routine administrative tasks as assigned and directed by faculty/researchers, complying with established deadlines and work standards; listens effectively and obtains necessary information from appropriate source(s) to complete assigned tasks and shares information with others as needed. Schedules appointments, meetings, conferences, lectures, etc.
• Makes travel arrangements for faculty, staff and students.
• Assists in organizing faculty searches, workshops, seminars and student visits for the School.
• Assists with SMSP faculty invitational series both in Newark and in Lewes as needed.
• Provides backup support to the Director's suite with any duties that the Director may require and the remaining units within the School as needed.
• Ensures packages received via UPS, Fed Ex are delivered to the appropriate person/office.
• Maintains inventory and purchases office supplies, furniture, keys, and equipment for unit. Handles basic maintenance of standard office equipment and submitting facilities requests for the unit.
• Establishes and organizes records maintenance and office filing systems including confidential personnel documents e.g., faculty, research staff and student files; works with the Business Office in archiving files.
• Prepares ad hoc reports using Microsoft Office, Cognos, UDSIS and UDataGlance.
• Processes Web Forms e.g., journal vouchers (JVs), procurement requisitions, cash transmittals, and other required documents and forms for the unit.
• Provides support for ProCard (purchasing credit cards) administration and reimbursement requests for assigned faculty, research staff and students in Concur. Verifies that ProCard expenditures are charged to appropriate budgets and confirms funds are available prior to processing credit card allocations. Reviews charges to ensure they are allowable in accordance with agency regulations and guidelines. Ensures back up documentation is properly filed and available for audit or grant close out reporting.
• Provides UD Exchange support for assigned faculty, research staff and students.
• Manages asset equipment files and tagging of equipment.
• Responsible for scheduling ITV/Conference rooms and LCD projector usage.
• Attends staff meetings and actively participates by making recommendations regarding new administrative policies and procedures or changes and improvements to existing processes. Develops and/or initiates new office forms and procedures.
• Performs other job-related duties as assigned.

Academic Support

• Assists with preparation of course scheduling, and assisting with registration, class lists, rosters and/or grade reports.
• Assists with the graduate student recruiting/application process, scheduling interviews, making travel arrangements for potential students, completing travel reimbursements, etc.
• Assists with processing PIFs, GSCRF, SFAF and JED webforms for SMSP graduate students.
• Assists with hosting and coordinating on-campus events for prospective graduate students including receptions, tours, observations and open houses.
• Assists with SLATE and serves as a SLATE resource for faculty.
• Assists with scheduling for undergraduate and graduate courses in the School.
• Assists with advisor assignments for SMSP undergraduate students.
• Coordinates awards for graduation ensuring that recipients and donors are present.
• Provides administrative support for the REU program.
• Provides administrative support for the SiR program.
• Disseminates relevant info to students.

Financial

• Manage SMSP instrument usage fees - process billing to appropriate grants for SMSP equipment usage fees.
• Responsible for the appropriate allocation of postage, phones, Federal Express, UPS, format printer, copier, Coyne Service Center, CHN Analyzers, and DHL invoices.
• Manages and reconciles the SMSP unallowable account providing monthly financial report to Business Administrator (utilizing PeopleSoft) to identify, document, and investigate any abnormal changes in monthly summary.
• Manages monthly allocation of charges to the SMSP research vehicle service center.
• Gathers required information and processes monthly JVs for the SMSP Research Vehicle Service Center.
• Assists with tracking and reporting on graduate student funding including fellowship and non-fellowship budgets and accounts.
• Assist in preparing financial projections for the annual scholarship budget.

QUALIFICATIONS:

• High school diploma or GED and three years of related experience, or equivalent combination of education and experience. Associate degree preferred.
• Experience working in an academic or non-profit environment is desirable.
• Extensive knowledge of office practices and procedures.
• Ability to be flexible, work independently, have high accountability for a large volume of work and ability to handle multiple assignments concurrently.
• Knowledge of the principles and practices of office management and general administration.
• Ability to use advanced techniques in word processing, spreadsheet, database and presentation software, preferably Microsoft Office Suite (Word, Excel, Outlook, Access and PowerPoint); experience in using computerized accounting systems e.g., PeopleSoft Financials, is highly desirable.
• Ability to analyze and interpret data and make independent decisions.
• Excellent organizational and interpersonal skills.
• Exhibits and supports a positive attitude and encourages a positive attitude in co-workers.
• Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
• Ability to show initiative and to demonstrate a high degree of confidentiality and discretion and problem-solving.
• 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.

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