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 job-related duties as assigned.

QUALIFICATIONS:

• High school diploma or GED with two years of relevant experience, or equivalent combination of education and experience. Associates degree or equivalent course work in business administration, accounting or related field and supervisory experience preferred.
• 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.
• 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.