PAY GRADE: 27N      

CONTEXT OF THE JOB:

Under the general direction of the Manager, Business Operations, the Administrative Assistant III performs complex administrative duties for the Center for Composite Materials (CCM), a soft-funded research center within the College of Engineering with annual research expenditures over $17M. The principal emphasis is on managing UD Workforce bi-weekly payroll, onboarding/offboarding lifecycle coordination, and records management, providing the most efficient and effective administrative support and customer service to over 250 faculty, staff and students to facilitate research functions in CCM. The Administrative Assistant III 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:

• Manage UD WorkForce bi-weekly and semi-monthly timesheets process for miscellaneous wage, students and non-exempt employees. Confirm funding allocation with principal investigators and ensure time slices and timesheets are accurately submitted and approved by payroll deadlines.
• Process non-benefitted compensation forms including but not limited to, Biweekly Pay, Work Study Pay, and Additional Assignments. Processing includes the calculation of pay and pay dates, determining contract dates, and determining account and earnings based on employee status.
• Prepare quarterly ACA reports, generate payroll, timesheet, and leave balance reports as requested and maintain internal Vacation & Travel Calendar.
• In coordination with the Manager, Business Operations, proactively facilitate on-boarding and off-boarding administrative tasks of staff, students, and visiting researchers, ensuring smooth transition with appropriate guidance and support.
• Maintain up-to-date and compliant electronic personnel files for all funded and non-funded personnel. Manage and update CCM alumni records in alignment with Development and Alumni Relations, generating ad-hoc reports as required. Oversee the maintenance of the supervisor table.
• Manage and configure user access for CCM resources including calendars, Google Groups, and printers.
• Maintain external contact information from events/conferences, non-disclosure agreements (NDA’s) and material transfer agreements (MTA’s) process in the Marketing database and contacts email list.
• Provide Concur guidance and direction to faculty, staff, and students on policies and procedures regarding the proper allocation and documentation of all credit card purchases and travel requests.
• Provide administrative support to faculty, staff, and students. Performs routine and non-routine administrative tasks as assigned and directed by the Manager, Business Operations, 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 the issuance and returning of computers and technology equipment for faculty, staff, and graduate students.
• Manage and configure user access for Center resources including calendars, Google Groups, and printers.
• Manages the issuance and returning of keys and locker assignments and manage department ID card requests, expirations, and renewals.
• Receive and maintain intern and postdoctoral research resumes.
• Maintain 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.
• Attend Center 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.
• Assist with Center events - monthly research series, annual awards ceremony, summer symposium, seminars, and sponsored program reviews.
• Distribute department mail, prepare and ship packages, including necessary promotional materials for conferences. Obtain quotes, coordinate pickup schedules and ensure timely receipt of incoming packages.
• Maintain inventory and purchase general office supplies.
• Manage Center archives with responsibility for record retention processes.
• Maintain internal and external mailing lists.
• Provide backup support to the Directors with any duties that the Directors may require.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

• High school diploma or GED and three years of related experience, or equivalent combination of education and experience.
• Ability to analyze and interpret data and make independent decisions and judgments.
• Ability to maintain absolute confidentiality and a high level of integrity.
• Proficient in the use of Microsoft Office - word processing, presentation, spreadsheet, and database applications.
• Experience in database queries, data and document storage systems, and database structure languages such as SQL.
• Ability to handle multiple tasks concurrently, plan and prioritize variety of projects, and meet deadlines of time-sensitive processes.
• Experience in records and inventory control systems.
• Must demonstrate strong organizational ability in a complex, fast-paced work environment.
• Knowledge of office practices and procedures.
• Ability to be flexible, work independently and have high accountability for a large volume of work.
• Ability to be detail-oriented under deadline pressure.
• Ability to show initiative and problem-solving.