Administrative Assistant II, Geography and Spatial Sciences
Job no: 500036
College / VP Area: College of Earth & Ocean Envir
Work type: Staff
Categories: Administrative Support, Full Time
Pay Grade: 26N
Context of the Job:
Under general supervision of the Business Administrator and the Chair, the Administrative Assistant II performs administrative duties for the Department of Geography and Spatial Sciences (GSS). The principal emphasis is on general administration and office management as well as providing the most efficient and effective administrative support and customer service to facilitate research and educational functions in GSS. 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 is required.
- Provide administrative support to the Business Administrator, Chairperson, faculty, staff, and students in GSS. Perform routine and non-routine administrative tasks as assigned and directed by faculty/researchers, 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.
- Receive and direct incoming calls for the Department as well as assist walk-ins and serve as the first level triage for issues.
- Maintain passcodes, calendars, and emergency information for classrooms.
- Assists with the coordination of special events.
- Coordinate monthly faculty meetings and annual faculty retreat; schedule meetings, prepare meeting agendas, review format with department Business Administrator.
- Submit various Web Forms, Personnel Information Forms (PIFs) and UD Exchange goods and services purchases in support of departmental functions.
- General departmental support inclusive of but not limited to office equipment service schedules, supply levels, equipment tag management, distribution of incoming postal mail, key(s) inventory, record keeping, file management for archives processing, parking passes for guests, and general file labeling and management.
- Assigns academic advisors in UDSIS and makes changes when requests are approved.
- Serves as first reviewer for the Concur system for all departmental cardholders. Reconcile credit card expenses and review all travel and goods and services reports prior to submission.
- Provide support and training for Concur cardholders.
- Coordinate Online Faculty Course Evaluations.
- Assist with undergraduate and graduate course registration and Drop/Add.
- Actively participates by making recommendations regarding new administrative policies and procedures or changes and improvements to existing processes. Develop and/or initiate new office forms and procedures.
- Perform other job-related duties as assigned and other administrative responsibilities common for academic operations.
- High school diploma or GED and three years related experience or an equivalent combination of education and experience. Associate or bachelor's degree preferred.
- University experience preferred.
- Knowledge of office practices and procedures.
- Proficient with word processing, spreadsheet, database and presentation software.
- Ability to handle multiple assignments concurrently.
- Ability to work independently.
- Excellent organizational and interpersonal skills.
- Exhibits and supports a positive attitude and encourages a positive attitude in co-workers.
- Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
- 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.
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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