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Administrative Assistant III, NIIMBL - Research Office

Apply now Job no: 496661
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

PAY GRADE:  27N

CONTEXT OF THE JOB

National Institute for Innovation in Manufacturing Biopharmaceuticals (NIIMBL) is a member of the Manufacturing USA network of institutes funded by the federal government to advance United States competitiveness in advanced manufacturing innovation. NIIMBL is established by a cooperative agreement with the National Institute of Standards and Technology (NIST) as a public/private consortium of a diverse set of member organizations, including industry, academia, non-profit organizations, state governments, and federal agencies. Institutionally, NIIMBL reports to the Vice President for Research, Scholarship & Innovation. Under the general supervision of the Operations Director, the Administrative Assistant performs complex administrative and financial duties for NIIMBL. The principal emphasis is on general administrative support and assistance with institute activities as well as providing the most efficient and effective administrative support and service to NIIMBL. He/she also 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

  • Serve as a primary point of contact for NIIMBL, interacting with a diverse audience including University of Delaware faculty, staff and students, and external constituents including federal agencies and officials, state governments, multinational companies, and academic partners.
  • Provide primary administrative support to the Director, and provide general administrative support to other members of the Leadership Team and institute staff as needed.
  • Perform routine and non-routine administrative duties as assigned and directed by NIIMBL staff, ensuring confidentiality, and complying with established deadlines and work standards.
  • Ability to work under limited supervision, obtain necessary information from appropriate source(s) to complete assigned tasks, and share information with others as needed.
  • Maintain inventory of supplies and equipment; order supplies when necessary; complete, process and maintain paperwork for purchasing (e.g. orders, requisitions, and invoices); maintain time and attendance; reconcile accounts.
  • Assist with planning and coordinating events and meetings held at the University of Delaware and at other NIIMBL partner facilities across the country, including scheduling the facilities, making travel arrangements, and managing registration for events. Also coordinate equipment and catering needs.
  • Attend staff meetings and actively participate by making recommendations regarding new administrative policies and procedures or changes and improvements to existing processes; develop and/or initiates new office forms and procedures.
  • Manage university credit card administration and reimbursement requests for staff in Works. Verify that credit card expenditures are charged to appropriate budgets and confirm funds are available prior to processing credit card allocations.
  • Review charges to ensure they are allowable in accordance with agency regulations and guidelines.
  • Ensure back up documentation is properly filed and available for audit or grant close out reporting.
  • Provide guidance and direction to NIIMBL staff on policies and procedures regarding the proper allocation and documentation of all credit card purchases.
  • Make travel arrangements for the NIIMBL Leadership Team and institute staff. Assist with completing travel reimbursements.
  • Perform other job-related duties as assigned.

QUALIFICATIONS

  • High school diploma or GED, Associates degree preferred, and three to five years of experience.
  • Ability to be flexible, work independently and have high accountability for a large volume of work.
  • Ability to handle multiple assignments concurrently.
  • Knowledge of the principles and practices of office management and general administration.
  • Ability to analyze and interpret data and make independent decisions.
  • Excellent organizational and interpersonal skills.
  • Exhibit and support a positive attitude and encourage a positive attitude in co-workers.
  • Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
  • Experience in using computerized accounting systems, e.g., PeopleSoft Financials, and intermediate skills in Microsoft Office applications are highly desirable.
  • Ability to show initiative and to demonstrate a high degree of confidentiality and discretion and problem-solving strongly preferred.
  • Knowledge of federal regulations and OMB circulars preferred.

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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