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Administrative Assistant II, Biden Institute at UD

Apply now Job no: 496874
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

Pay Grade: 26N

Context of the Job:

The Biden Institute at the University of Delaware is a world-class intellectual and policy center, serving as a destination for scholars, activists, policymakers, and national leaders on subjects impacting United State domestic policy formulation and exaction. The Biden Institutes mission is to influence, shape, and work to solve the most pressing domestic policy problems facing the United States. The Biden Institute focuses on two guiding principles: economic opportunity and social justice. The approach is dynamic, with the Biden Institute looking to be in these national conversations and debates. The Biden Institute is a research and policy center that will bring together the sharpest minds and most powerful voices to address our nation's most difficult policy problems. The goals are to become a respected, influential, and widely cited resource and voice in its areas of concern and focus, host a myriad of wide ranging nationally recognized and important domestic policy voices, seminars, conferences, courses, and more, and to significantly enhance the name and reputation of the University of Delaware. Under the general supervision of the Events Manager, the Administrative Assistant II performs complex administrative and financial duties for the Biden Institute. The principal emphasis is on general administrative support and assistance with institute events as well as providing the most efficient and effective administrative support and service to the institute. 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 judgement, initiative and problem-solving skills, and the ability to demonstrate a high degree of confidentiality and discretion are required.

Responsibilities:

  • Provide general administrative support to the institute staff, working in both office and event environments.
  • Support the Events Manager and Administrative Manager in the administrative needs of the Biden Institute, such as securing venue locations, ordering event supplies, organizing event staffing and assisting with institute financials.
  • Perform routine and non-routine administrative duties as assigned and directed by Biden Institute 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 coordinating meetings held at the University of Delaware, including scheduling the facilities, making travel arrangements, and coordinating 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.? Perform other job-related duties as assigned.

Qualifications: 

  • High school diploma or GED, Associate's degree preferred, and two to three years of experience, or equivalent combination of education and 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.
  • 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.
  • 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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