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, Engineering

Apply now Job no: 497199
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

PAY GRADE: 27N

CONTEXT OF THE JOB:

Under general direction, the Administrative Assistant III manages complex administrative functions for the Sr. Business Officer and supports the Dean’s administration in the areas including college-wide events, committee meetings, and external visitors. Serves as a liaison between students, faculty, staff, university administration and external visitors/callers to ensure that all questions directed to the college (telephone calls, office visitors, and college website) get answered promptly and accurately.

MAJOR RESPONSIBILITIES:

  • Maintain internal and external contacts including other government and federal agencies as necessary to support specific programs, collaborations and board memberships for the Associate Dean for Research.
  • Manage the calendars and schedules for the Sr. Business Officer and the Associate Dean for Research, exercising independent judgment to prioritize and schedule meetings, events, and appointments.
  • Independently plan a variety of college events (college-wide staff events, committee meetings which may include faculty, administration, and external visitors) from the initial invitation to coordination of logistics and recording the minutes.
  • Supervise student staff - manage and assign work; coordinate training.
  • Serve as liaison between university administrative units, departments and Deans office regarding research and financial activities with responsibility for Department and University policy applications and interpretation.
  • Prepare highly sensitive and confidential correspondence.
  • Assist in College policy development.
  • Analyze, interpret and recommend administrative practices and procedures.
  • Serve as a liaison between students, faculty, staff, university administration and external visitors/callers to ensure that all questions directed to the college (telephone calls, office visitors, and college website) get answered promptly and accurately.
  • Perform other miscellaneous job related duties as assigned.

QUALIFICATIONS:

  • High School Diploma or GED Required. Associate degree preferred with three to five years of experience.
  • Demonstrated ability to make independent decision and judgments.
  • Knowledge of University web forms, policies and procedures preferred.
  • Knowledge of unit programs, policies and procedures.
  • Intricate knowledge of the Dean’s duties and responsibilities is required to make the most efficient use of their time when scheduling.
  • Experience coordinating domestic and international travel arrangements.
  • Extensive knowledge of the principles and practices of office management
  • Effective interpersonal and communication skills.
  • Experience managing calendars (Outlook preferred).
  • Ability to use discretion regarding personal and confidential matters.
  • Proficient in the use of Microsoft Office - word processing, presentation, spreadsheet and database applications.
  • Ability plan and prioritize a variety of projects that must be completed simultaneously and on time.
  • Ability to communicate and interact well with people of all ages and diverse backgrounds
  • Ability to evaluate the work of others, edit the content, structure, and format of a range of written material.
  • Strong organizational skills.
  • Ability to schedule and coordinate meetings and maintain complex schedules with little to no assistance.
  • Ability to handle arrangements for various college events or other special events as assigned.
  • Ability to obtain administrative and financial information for which an administrator may base his or her decisions for making recommendations.
  • Ability to follow up and track work flow and resolve problems relating to procedures and deadlines.
  • 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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