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Administrative Assistant II, Animal and Food Sciences

Apply now Job no: 499670
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 direct supervision of the Business Administrator II, the Administrative Assistant II provides a high level of confidential administrative support to the Chairperson and the Business Administrator in oversight of daily operations within the Department of Animal and Food Sciences (ANFS). This position provides a wide range of support and services within and outside the Department, coordinates various events, and handles special projects inclusive of but not limited to financial processing. In this busy work environment, a high level of critical thinking, multi-tasking, independent judgment, and confidentiality are required.

MAJOR RESPONSIBILITES:  

  • In support of the Chairperson, provide administrative support, including calendar management, travel arrangements, screening incoming guest and calls, communicating and scheduling meetings, interacting with a wide range of individuals internal and external to the college and department, while exercising a high level of judgement and maintaining strict confidentiality in all matters.
  • Coordinate monthly faculty meetings and annual faculty retreat: schedule meetings, prepare meeting agendas, review format with Chairperson, attend meetings, record, and distribute minutes, and appropriately maintain filing system for archive retention.
  • Coordinate annual faculty appraisals and promotion and tenure reviews.
  • In support of the Business Administrator II, provide administrative and financial processing support to a limited assigned group of faculty by: processing travel requests and expenses and goods and services expenses (<$5000) through Concur, ensuring appropriate supporting documentation and compliance with University policies and procedures. Reconcile accounts monthly and execute journal vouchers as needed.
  • Process through UDExchange goods and services purchases (>$5000) ensuring appropriate supporting documentation (quote, PO’s, invoices) and compliance with University policies and procedures. Reconcile accounts monthly and execute journal vouchers as needed.
  • Coordinate routine and non-routine departmental meetings and events. Generate budget projections for events to ensure that adequate funds are available.
  • Maintain and update the various ANFS email and directory groups as personnel onboard and/or separate.
  • Manage list of departmental facilities requests to be prioritize and provide to building management.
  • General departmental management inclusive of but not limited to office equipment service schedules, supply levels, equipment tag management, distribution of incoming postal mail, key(s) inventory, incoming distribution and outgoing retention, record keeping, file management for archives processing, parking passes for guests, and general file labeling and management.
  • Train to assist in providing back-up support in the office as needed.
  • Execute various Web Forms in support of departmental functions.
  • Responsible for complying with university policies, procedures, and best practices regarding protecting data and following University data governance rules.
  • Perform special projects as assigned by the Chairperson and Business Administrator II.
  • Perform other duties as assigned by supervisors.

 QUALIFICATIONS:  

  • High school diploma or GED and two years of relevant experience, or the equivalent combination of education and experience. Associate degree preferred.
  • Previous experience supporting a department head preferred.
  • Knowledge of University systems (UDataGlance, HRMS, PeopleSoft, Concur, UDX) and policies and procedures preferred. 
  • Advanced proficiency with Microsoft Word, Excel, Outlook. 
  • Effective organizational and prioritization skills, exceptional attention to detail, and excellent proofreading skills.
  • Ability to handle multiple tasks concurrently in a deadline-driven environment.
  • Effective verbal and written communication skills; ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
  • Ability to represent the department to a wide variety of personnel in an effective and professional manner.
  • Ability to analyze and interpret data.
  • Ability to effectively interpret and diplomatically communicate departmental policies, practices, programs, and procedures.
  • Demonstrated 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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