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Administrative Assistant III, Animal and Food Sciences

Apply now Job no: 499323
College / VP Area: College of Ag & Natural Res
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

Pay Grade: 27N

Context of the Job:

Under limited supervision of the Business Administrator II, the Administrative Assistant III serves as the financial processor in the Department of Animal and Food Sciences (ANFS). The principal emphasis of the position is to administer the Department’s purchasing cards ensuring proper allocation of expenditures, assist with post-award contract and grant administration, and managing biweekly payroll process. A high level of sound judgment, initiative, attention to detail, and organizational skills are required to be successful in this position.

Major Responsibilities:

  • Serve as the primary point of contact for Concur and purchasing cards. Assist new employees with requesting cards. Provide training to faculty, students and staff on the policies and procedures governing the use of purchasing cards. Attend training sessions provided by Procurement and communicate updates/changes to cardholders.
  • Administer purchasing cards and oversee the proper allocation of purchasing card transactions. Independently approve expenditures and reimbursements, ensuring availability and allocability of funds, accuracy of supporting documentation, and compliance with university policies and procedures. Ensure that rules of the Fly America Act are followed for researchers engaged in foreign travel, including international participants of training grants.
  • Assist with post-award contract and grant administration. Monitor project budgets, extract data from UD financial systems, review expenditures and ensure compliance, execute corrective journal vouchers to reallocate expenditures, and assist with the preparation of project closeout reports as necessary. Compile monthly financial reports and spending projections.
  • Serve as timekeeper for the Department’s miscellaneous wage employees and student workers. Monitor, verify, and approve hours so that all bi-weekly payroll deadlines are met. Troubleshoot and resolve pay issues. Ensure compliance with ACA regulations. Archive timesheets appropriately.
  • Conduct onboarding for non-benefitted employees ensuring that required documentation is completed and submitted to HR in a timely manner. Submit hiring notification for criminal background checks.
  • Reconcile monthly charges to the Department’s service vehicle account; transfer vehicle expenses to the appropriate funding source ensuring allowability on sponsored research and availability of funds in UDataGlance.
  • Reconcile monthly FedEx charges and transfer to the appropriate funding source ensuring allowability on sponsored research and availability of funds in UDataGlance.
  • Provide administrative support to assigned group of faculty and researchers. Assist in providing back-up support in the office as needed.
  • Execute various webforms in support of departmental functions (cash transmittals, POs, Payments to Individual/Vendor, journal vouchers, work orders, etc.).
  • Assist with special projects as needed. 
  • Responsible for complying with university policies, procedures, and best practices regarding protecting data and following UD data governance rules.
  • Perform other duties as assigned by supervisor.

Qualifications:

  • High school diploma or GED and 3-5 years of relevant experience, or an equivalent combination of education and experience. Associate degree preferred.
  • Knowledge of University systems (UDataGlance, HRMS, PeopleSoft, Concur) and policies and procedures preferred. 
  • Advanced proficiency with Microsoft Word, Excel, Outlook. 
  • Knowledge of contracts and grants administration preferred.
  • High level of initiative, motivation, organization, and attention to detail.
  • Ability to handle multiple assignments concurrently while meeting strict deadlines.
  • Effective verbal and written communication skills; ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
  • Ability to analyze and interpret data.
  • 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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