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 IIl, Admissions Office

Apply now Job no: 497211
Work type: Staff
Location: Newark
Categories: Admissions, Administrative Support, Full Time

Pay Grade: 27N

Context of the Job:

Under the general direction of the Executive Director of Admission, the Administrative Assistant III performs and/or oversees a variety of highly complex administrative and fiscal support functions for the department. In addition to being the primary contact for the Executive Director, the Administrative Assistant III supports the daily program administration of the 43 staff-member department. The Administrative Assistant II serves as a primary liaison with HR for processing new hires, contracts, submitting payroll data, and implementing and monitoring unit compliance with administrative policies. Fiscally-related responsibilities include an approval role within the procurement process, monitoring and creating summary-level reports of expenditures within the context of the annual budget, and managing vendor contracts.

The office of undergraduate admissions is responsible for the recruitment and selection of new students to the university. Each year the office receives several thousand visitors and 30,000+ applications in order to enroll 4400 first-year students and 500 transfer students each fall. Major areas of focus include pre-college programming, domestic and international undergraduate recruitment. The departmental budget exceeds $7 million.

Major Responsibilities:
Administrative Support

  • Provide high-level administrative assistance to the Executive Director, act as the liaison with internal and external contacts, including prospective undergraduate students and families, UD faculty, administrators and other staff.
  • Manage Executive Director's calendar; arrange meetings; prioritize schedule.
  • Secure domestic and international travel arrangements.
  • Manage Executive Director's UD procurement card expense reconciliation.
  • Provide indirect support to 7-member leadership team; provide backup support to leadership team administrative assistants including handling calls, walk-ins and calendar appointments as needed.
  • Member of Executive Director's Leadership team; provide input and support for the development of department-wide initiatives that are presented during weekly leadership meetings.
  • Provide telephone/walk-in customer service for internal and external callers and visitors.

Budget Management

  • Member of the review team that, along with the Executive Director and Associate Director, meets monthly with the Budget Office.
  • Assist in analyzing spending habits, projecting expenditures and developing budgets.
  • Monitor revenue and expenditures for all department accounts and process journal vouchers for account correction.
  • Run reports for account managers.
  • Direct staff in the appropriate use of accounts.

HR Liaison

  • Assist Associate Director with confidential HR issues.
  • Prepare all confidential personnel documents for exempt and non-exempt staff
  • Assist search committees with confidential exempt and non-exempt staff searches.
  • Schedule interviews.
  • Arrange transportation and lodging for candidates and off campus consultants.
  • Follow up with candidates once hired to assist with on-boarding forms, payroll, training, office assignment and setup.
  • Respond to employee questions concerning HR issues (vacation, sick leave, FMLA, demographic changes, etc.).
  • Maintain numbered Supervisor list and Personnel line numbers.

Credit Card Management

  • Assist with training staff on credit card/travel policies and the Concur Travel and Expense Management system.
  • Run reports in Concur to assist with monitoring card transactions of department staff.
  • Verify that expenses are allowable under UD policies and departmental requirements.
  • Review expenses for the correct Speedtype and account for proper allocation.
  • Verify that supporting documentation (i.e. receipts) and an explanation for each transaction are adequate.

Procurement

  • Process purchase requisitions, PO amendments, requests for vendor payments and requests for payment to individuals as required for contracts, subscriptions, small equipment, furniture and services via UDExchange while observing procurement and university policies and procedures.
  • Insure vendors are in the UD vendor database by instructing them to file W-8 or W-9 forms.
  • Advise international vendors of the procurement process. Order office supplies from W.B. Mason as needed.

Operations/Maintenance Coordinator

  • Oversee maintenance of department offices including space assignments and coordination of equipment purchases and repairs.
  • Report building emergencies to the Facilities department.
  • File web forms in support of non-emergency building needs (plumbing, HVAC, electrical, telephones, custodial, moving).
  • Liaison to IT Consult for repairs, service interruptions, new service/setup.
  • Department contact for the Printing office for business cards and name badges.

Other

  • Maintain office operations file.
  • Backup support to the Administrative Assistant II
  • In coordination with Administrative Assistant II, conduct UD Space Survey, UD Equipment Survey, Department Small Equipment Inventory.


Qualifications:

  • High school diploma/GED, Associate's degree preferred, and three to five years of related experience.
  • Broad knowledge of systems and procedures relating to office administration, budget and accounting processes.
  • Broad knowledge of human resource procedures.
  • Knowledge and experience with procurement systems.
  • Experience in an admissions office or closely related area preferred.
  • High level of independent judgement.
  • Proficient computing skills
  • Effective oral and written communication skills.
  • 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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