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Administrative Assistant II, Plant and Soil Sciences

Apply now Job no: 499498
College / VP Area: College of Ag & Natural Res
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

PAY GRADE: 26N

CONTEXT OF THE JOB:

Under general supervision of the Business Administrator II, the Administrative Assistant II assists in a wide range of support and services within and outside the department. This position serves as Concur delegate; oversees allocations of expenditures for assigned employees; provides administrative support; handles special projects for the Business Administrator, Chair and Faculty; functions as a support person for office staff; and assists with Post-Award on contracts and grants and reviews statements monthly to ensure compliance and allowability.

MAJOR RESPONSIBILITIES:

  • Serve as first point of contact for the department office suite. Greet visitors, answer inquiries, manage office supply and key inventory, perform general office duties, and ensure the office has adequate coverage during business hours.
  • Serve as Concur primary point of contact for assigned purchasing card holders/research groups. Oversee the allocation of expenditures ensuring compliance with contracts and grants. Process reimbursements for travel ensuring policies and procedures are followed. Order purchasing cards and provide training to new employees/students on the policies and procedures for assigned research group. Provide additional support/training to current faculty and staff on current policy and update with any changes. Attend training sessions provided by procurement.
  • Maintain a portion of the Departments vehicle fleet assignment schedule and allocate charges appropriately.
  • Assist Business Administrator with post-award contract and grant processing. Monitor expenditures placed on grants to ensure they are allowable and assist with the closeout process.
  • Provide administrative support to faculty and engage in cross-training with department non-exempt staff to cover other duties when necessary.
  • Support UD Botanic Gardens and BSLA for special events, meetings and conference support.
  • Perform special projects as assigned such as Ornamentals Hotline support, UDBG catalog, and assistance to special committees (e.g., Hospitality and JEDI) as needed.
  • Provide administrative support for summer internships including processing of payments.
  • Provide coverage for other PLSC office staff when needed.
  • Comply with university policies, procedures, and best practices regarding protecting data and following UD data governance rules.
  • Perform other duties as assigned.

QUALIFICATIONS:

  • Minimum of a high school diploma or GED. Associate degree or equivalent course work in business administration, accounting or related field and supervisory experience preferred.
  • Two years of increasingly responsible records systems, accounting, and/or payroll/human resources experience. Additional related education may be substituted for required experience.
  • Knowledge of records and inventory control systems.
  • Analytical/mathematical skills.
  • Ability to organize, review, analyze and interpret data control reports, and to coordinate a specialized function.
  • Knowledge of University operating procedures for applicable office preferred.
  • Ability to use advanced techniques in spreadsheet, database and/or presentation software.
  • Ability to communicate and interact well with people of all ages and diverse 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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