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Administrative Assistant II, Center for Composite Materials

Apply now Job no: 499554
College / VP Area: College of Engineering
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

PAY GRADE: 26N

CONTEXT OF THE JOB:

The Center for Composite Materials (CCM), a soft-funded research center within the College of Engineering, has annual research expenditures more than $15M, derived largely from external sources including grants, cooperative agreements, contracts, and industrial contracts. The mission of the Center is to 1) conduct basic and applied research, 2) educate scientists and engineers, and 3) transition technology to industry.

Under general supervision of the Administrative Specialist, the Administrative Assistant II performs complex administrative duties for the Center for Composite Materials (CCM). The principal emphasis is on general administration and providing the most efficient and effective administrative support and customer service to faculty, research staff, and students, to facilitate research functions in CCM. 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:

  • Provides administrative support to faculty, research staff and students. Performs routine and non-routine administrative tasks as assigned and directed by the Administrative Specialist and Business Administrator II, 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.
  • Manages UD WorkForce bi-weekly and semi-monthly timesheet process for miscellaneous wage, students, and non-exempt employees; confirms funding allocation with principle investigators and ensures time slices/timesheets are accurately submitted and approved by payroll deadlines.
  • Manages the issuance and returning of computers and technology equipment for graduate students, faculty, research, and administrative staff.
  • Manages the issuance and returning of keys and locker assignments.
  • Provides UD Exchange and Concur support to faculty, research staff and students.
  • Maintains non-disclosure agreements and material transfer agreements process and database.
  • Receives and maintains intern and postdoctoral research resumes.
  • Maintains Center research software licenses (new & renewal) in coordination with the College of Engineering IT, confirming funding allocation with the Center Business Administrator and/or Financial Analyst II.
  • Assists with Center annual events (spring research reviews, student achievement day, summer symposium, seminars, and sponsored program reviews).
  • Distributes department mail, prepare shipping packages, schedule pickup, and receive packages.
  • Maintains inventory and purchases general office and kitchen supplies.
  • Manages Center archives with responsibility for record retention processes.
  • Maintains internal and external contact lists.
  • Provides backup support to the Directors with any duties that the Directors may require.
  • Perform other miscellaneous and job-related duties as assigned.

QUALIFICATIONS:

  • High school diploma or GED, and two years of experience.
  • Extensive knowledge of office practices and procedures.
  • 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 to make independent decisions.
  • Excellent organizational skills with the ability to handle multiple assignments concurrently; plan and prioritize a variety of projects that must be completed simultaneously and on time.
  • Ability to be detail-oriented under deadline pressure.
  • Proficient in the use of Microsoft Office - word processing, presentation, spreadsheet, and database applications.
  • Ability to show initiative and to demonstrate a high degree of confidentiality and discretion and problem-solving strongly preferred.
  • Effective interpersonal and communication skills with the ability to communicate and interact well with people of all ages and diverse backgrounds.
  • 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.

Applications close: Eastern Standard Time

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