Administrative Assistant III, Delaware Institute for Excellence in Early Childhood
Job no: 500045
College / VP Area: College of Educ & Human Dev
Work type: Staff
Categories: Administrative Support, Full Time
PAY GRADE: 27N
CONTEXT OF THE JOB:
The Department of Human Development and Family Sciences (HDFS) within the College of Education and Human Development is a diversified Department with undergraduate and graduate programs that require a close working relationship with the State of Delaware, Federal Agencies, local school systems, and numerous Health and Service agencies. The Department houses the Delaware Institute for Excellence in Early Childhood (DIEEC). The DIEEC supports early childhood workforce and programming services for children aged six weeks to twelve years of age through the translation of evidence-based practices to community-based settings as well as the generation of new knowledge via applied research. The DIEEC serves the State and nation through the provision of professional development for early childhood educators in family childcare and center-based childcare programs, technical assistance to early care and education programs through Delaware's quality rating and improvement system, direct services to children and families through the New Directions Early Head Start program, and applied research in diverse early care and education settings. This Administrative Assistant works under the limited supervision of the Program Manager of Operations. The Administrative Assistant is an integral part of DIEEC services, directly supporting the early childhood workforce in accessing their professional development and supporting DIEEC professional staff in preparing for the delivery of professional development. This role coordinates, oversees, and maintains the DIEEC registry of professional learning experiences, as well as the associated professional development materials. This role also coordinates enrollment in DIEEC-sponsored activities and implements and monitors financial policies following University policies and procedures. A high level of independent judgment and the ability to maintain operations to keep DIEEC in compliance with state and federal regulations is required.
- Administers the day-to-day operations of the Delaware Institute for Excellence in Early Childhood (DIEEC).
- Assists and supports the operation and management of DIEEC as it relates to Professional learning experiences delivered to the early childhood workforce.
- Serves as the liaison for DIEEC professional development coordinators and early childhood education professionals, as well as DIEEC public and private partner agencies.
- Assists and supports DIEEC professional development coordinators in the field and professional learning experiences.
- Assists and supports early childhood educators in accessing DIEEC systems and professional learning experiences.
- Identifies and recommends changes to the professional learning experiences that will enhance the skills and/or knowledge of attendees based on informal feedback received while interfacing with early childhood educators.
- Monitors, controls, updates, and maintains equipment inventory, and purchases materials.
- Maintains professional development coordinator and program records and profiles in the DIEEC registry database.
- Monitors DIEEC evaluations and attendance records as professional learning experiences are completed.
- Plans and arranges the locations for professional learning experiences and secures contracts to ensure the sites are accessible and ready to use.
- Coordinates all professional development coordinators' preparation materials and schedules pick up of materials; Capable of lifting 25 lbs.
- Travels throughout UD to coordinate with UD services, such as technology and printing services.
- Implements and monitors financial policies following University policies and procedures.
- Reconciles credit card statements with receipts in the UD Concur system.
- Maintains database of professional development submitted from outside agencies for DIEEC approval.
- Supervises student workers.
- Receives and screens incoming correspondence, forms, and applications for Delaware Stars.
- Performs routine and non-routine administrative duties ensuring confidentiality.
- Performs other related duties as assigned.
- Requires a minimum of an associate degree or equivalent coursework in early childhood education and/or administration, business administration, or communication with five years of progressively responsible administrative experience. Bachelor's degree preferred.
- Related progressive experience beyond a high school diploma or GED may be substituted for required education or additional related education may be substituted for required experience.
- Proficient with Microsoft Office suite of tools (word processing, spreadsheet and database skills) and Google suite of tools.
- Proficient with technology and eagerness to learn new platforms and assist others.
- Effective organizational skills, the ability to evaluate and prioritize assignments to meet deadlines and the ability to analyze and solve problems.
- Strong written and oral communication skills and attention to detail.
- Effective customer service skills.
- Ability to use independent thought, judgment, discretion, and demonstrate initiative and self-motivation.
- Ability to work effectively as a team.
- Effective interpersonal skills and the ability to communicate with a wide range of individuals and constituencies in a diverse community.
- 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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