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Administrative Assistant III, Medical & Molecular Sciences

Apply now Job no: 497377
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

PAY GRADE: 27N

CONTEXT OF THE JOB:

Under general supervision, the Administrative Assistant III performs and/or oversees a variety of associated complex administrative, staff support and planning activities for the department. Responsibilities require knowledge of record keeping, database management, and administrative support for students, staff, and faculty. This position is responsible for maintaining a high degree of confidentiality, communicating verbally and in writing with the University community, and supervising student workers and building administrative staff. The incumbent will be required to work simultaneously on multiple projects/assignments.

MAJOR RESPONSIBILITIES

Administrative:

  • Demonstrates high level of department and university knowledge to greet and direct visitors and students; answers phone inquiries and serves as the first point of contact for students.
  • Manages data, schedules, activities and meetings for the department chair as well as important department committees.
  • Resolves routine questions and problems and refers more complex issues to higher levels.
  • Provides supervision and guidance to student workers.
  • Serves as timekeeper for student workers.  Monitors, verifies, and approves hours so that all bi-weekly payroll deadlines are met.  Troubleshoot and resolve pay issues.
  • Utilizes advanced word processing, spreadsheet and database computer applications for department communication including letters, presentations, tracking spreadsheets, etc.
  • Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews reference materials and manuals and manages record retention process ensuring compliance with university procedures.
  • Assists with planning and coordinating events such as meetings, lectures, workshops, etc. (e.g., Academic Program Review, Affiliates Meetings, Laboratory Professionals Week, etc.)
  • Facilitates communication of information with OCM to be used in updating the departments social media accounts and web content.
  • Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
  • Principal contact for outside entities for the purpose of obtaining or verifying information required for the processing of unit program data.
  • Resolves routine questions and problems and refers more complex issues to higher levels.
  • Composes complex letters and/or memoranda (e.g., explaining department practices/policies), etc. for own or supervisor’s signature.
  • Performs miscellaneous job-related duties as assigned.

Procurement Responsibilities

  • Department UDX Shopper and Requester for departmental and class lab supplies, equipment, maintenance and contracts as well as manages inventory and vendor competitive bid to meet supply demands and competitive pricing, etc.
  • Completes requests for honoraria and award payments as well as reimbursement requests.
  • Allocates through Concur credit card expenses for the department as well as travel requests for faculty and students this includes oversight of all aspects of the credit card administration, including completing credit card request forms for new employees, cancelling cards, ensuring proper documentation of expenses and receipts.
  • Assist faculty in Concur to ensure reports are on-time and in compliance verify allowable transactions for grants as necessary and saving documentation to electronic shared drives requirements as well as department and UD policies,
  • Manages department asset inventory, affix inventory tags to capital equipment, track maintenance contracts and warranty schedule for renewals.
  • Lead the annual UD equipment survey as well as UD annual space survey through up-to-date tracking of employee space usage.

QUALIFICATIONS:

  • High school diploma or GED and three years of relevant experience.
  • Ability to handle multiple assignments, establish planning process/priorities, and meet deadlines.
  • Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
  • Effective interpersonal and organizational skills.
  • Ability to use word processing, spreadsheets, databases, and presentation software.
  • Knowledge of UD Workforce and payroll procedures preferred.
  • Experience with basic web design is a plus.
  • Ability to analyze, interpret data and make independent decisions.
  • Ability to be flexible and able to work under pressure.
  • Ability to grasp, retain, and disseminate an extensive and varied body of information.
  • 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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