Administrative Assistant III, Planning & Project Delivery

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: 499593
Work Type: Staff
Location: Newark/Hybrid
Categories: Administrative Support, Full Time

CONTEXT OF THE JOB:
Under general supervision, performs complex administrative and financial duties supporting multiple departments within FREAS.

MAJOR RESPONSIBILITIES:
• Prepares Division bid specifications for Project Managers.
• Coordinates operations and/or components of functional programs/events with Federal, local and state agencies.
• Oversees administrative office activities for Planning & Project Delivery (PPD).
• Provides administrative support to PPD Director and Project Managers.
• Conduct research and analyses for University Architect/Planner.
• Serves as Procurement Card Administrator.
• Reviews and monitors PPD budget expenses.
• Schedules meetings and prepares agendas for PPD meetings and workshops.
• Assembles contract and professional services agreements for architects, engineers, and contractors.
• Coordinates highly sensitive, confidential, and/or political issues on a frequent basis.
• Interprets University policies and procedures; conduct annual department meetings to review PPD policies and FREAS policies.
• Provides back-up administrative support to the Vice President of FREAS as requested.
• Represents PPD and University Architect as the FREAS representative coordinating and posting articles to the online newsletter.
• Provides administrative support to the Energy and Engineering Group.
• Maintains the PPD /University Architectural Services website area.
• Ensures internal and external customers receive timely administrative support and follow-up services.
• Provides contact with department directors, division administrators, department management, and executives outside the department on a regular basis to organize meetings, obtain and share information for current and future projects.
• Supervise temporary administrative support personnel as assigned.
• Performs other related duties as assigned.

QUALIFICATIONS:
• High school diploma or GED, Associate’s degree preferred, and three to five years administrative support experience.
• Knowledge of office practices and procedures. Proofreading and editing skills.
• Hands-on experience with electronic information systems.
• Ability to use advanced techniques in spreadsheets, data bases and presentation software.
• Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
• Ability to prepare various postings and invitations using Microsoft Office Publisher
• Supervisory experience.
• Ability to oversee the work of lower level clerical employees.
• Ability to understand, explain, and apply rules, regulations, policies and procedures.
• Ability to handle multiple tasks simultaneously.
• Ability to supervise and train assigned staff including organizing, prioritizing, and scheduling work assignments.
• Ability to develop and maintain record-keeping systems and procedures.
• Proficient computer skills to include but not limited to proficiency with word processing, spreadsheet and database (proficient using Microsoft Office Suite).
• Must be assertive, tactful, and communicate effectively both verbally and in written format.
Ability to work effectively with a wide range of constituencies in a diverse community.

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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