The University of Delaware has determined that it is a covered federal contractor as defined by Executive Order 14042 and, accordingly, requires all of its employees to provide documented proof of vaccination against COVID-19, with exemptions for disability or religious reasons, by January 18, 2022 or as of the employee’s effective date of hire.

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Administrative Assistant III, Communication Sciences and Disorders

Apply now Job no: 497191
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

PAY GRADE: 27N

CONTEXT OF THE JOB:

Under limited supervision of the Chair of CSCD, the Administrative Assistant III coordinates all aspects of the administration of the graduate program; serves as liaison with University faculty/staff and students, as well as off campus organizations/contacts; coordinates all administrative activities across several organization units; as well as maintain specialized record keeping and database management. Independent judgment, initiative and problem-solving skills are required. 

MAJOR RESPONSIBILITIES:

  • Assist and support the Chair/Directors in the daily operation and administration of the department.
  • Update and maintain documentation required for CAA re-accreditation including, but not limited to, annual report, faculty and student credentials, affiliate contracts, affiliate personnel records, CAA correspondence and other documentation.
  • Coordinate student recruitment events, respond to program inquiries, schedule open houses, maintains direct contact with prospective students before and after the event.
  • Advise on a broad range of information pertaining to admissions/acceptance standards and requirements, appropriate coursework for entry into CSCD. Coordinate the student admission process, which includes the development of applicant data utilizing the Universitys graduate application system (SLATE) as well as CSDCAS; review and screen applications for admission; maintain communications with applicants regarding their application status.
  • Maintain files, update student database, assign advisors and reviewers and compile rankings for admission decision, enter decisions and provide annual report on qualifications and credentials of applicants.
  • Process new student enrollments, graduate contracts and funding allocations.
  • Utilize WordPress to maintain CSCD website. Coor
  • dinate and maintain course scheduling and ensure courses are consistent with Student Course of Study. Set up Canvas sites for graduate classes when needed.
  • Work within UDSIS. Coordinate New Student Orientation; communicate directly with all matriculated students on all necessary clearances and required documentation.
  • Communicates extensively and responsively with prospective students, current students, faculty/staff. Responds to inquiries, investigates and resolves problems promptly.
  • Coordinates visits to the department, which may include faculty visits, tours, observing students in class/clinic, meetings with faculty, students and chair of the department.
  • Assist in the preparation of administrative forms, which may contain confidential information. Implement and monitor administrative policies and procedures to ensure guidelines are followed and recommend change, if needed. Assist in the preparation of letters acknowledging contributions made to the Department.
  • Maintain and update spreadsheets required for record keeping using strict confidentiality for sensitive data.
  • Assist in arranging annual events (Invitational Lectures, Clinical Affiliate Meetings, etc). Coordinate space needs for program classes, events, etc.
  • Serve as liaison for all department systems by providing technical assistance concerning systems processed information and resolving problems relating to procedures and deadlines.
  • Assist/support faculty with all processes and procedures. Performs miscellaneous job-related duties as assigned based on the workload/demand.

QUALIFICATONS:

  • High school diploma or GED along with two to three years of job-related experience or equivalent combination of education and experience.
  • Prior work experience in the university setting is highly preferred.
  • Experience in UDSIS, PeopleSoft and WordPress preferred.
  • Experience in office operations which includes operating office machines, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance; maintaining and updating supplies.
  • Experience in data collection, which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staffor others.
  • Experience in using standard computer software programs for word processing, spreadsheets or databases.
  • Knowledge of creating reports which includes combining and presenting data from multiple sources in an organized format.
  • Ability to handle multiple tasks concurrently.
  • Ability to communicate effectively and interact well with students, faculty, professional, staff, and people of all ages who have various needs and with diverse backgrounds.

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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