Administrative Assistant IV

Newark, DE
Apr 15, 2017
Institution Type
Four-Year Institution

University of Delaware

Job Title Administrative Assistant IV
Job ID 104551
Location Newark, DE

UD Advance Provost Institute

Grade: 28N

Deadline: 4/21/17

Initiated in 2014, the W2L (Women Faculty To Leadership) Institute is a five-year NSF-ADVANCE-IT (National Science Foundation ADVANCE Institutional Transformation) funded effort designed to improve and transform the climate for faculty. In particular the program is designed to change the institutional climate to support the recruitment, retention and advancement of women faculty in the Science Technology Engineering and Mathematics/Social and Behavioral Science (STEM/SBS) fields.

Under the direct supervision of the Institute Director, the Administrative Assistant manages the day-to-day operations of the Institute. The Administrative Assistant interacts with faculty, College and University administrators, vendors, other educational institutions, and government agencies as necessary to exchange information and/or solve problems and other issues. The principal/core job functions include managing financial and budgeting efforts and supporting the Institute Director in the administrative operations of the unit. The financial responsibilities will include administration of National Science Foundation award as well as university funding and other externally funded awards.

  • Manages the resources and daily operations of the Institute.
  • Provides recommendations to PI and Director for compliance with University and federal policies and regulations with regards to administering NSF and other externally sponsored awards.
  • Works closely with the appropriate University officer to coordinate administrative tasks related to financial, human resources, facilities and IT issues.
  • Creates and maintains database and record keeping for the institute.
  • Administers HR functions for the institute.
  • Performs award management. Monitors all expenditures including grad students, summer pay for researchers, etc. Anticipates spending, payroll obligations and analyzes scenarios in changing financial projects.
  • In coordination with the Research Office, oversees Institute operating budget, provides budget projections, and manages financial reports.
  • Provides fiscal and administrative recommendations to the Director and PI's.
  • Resolves complex administrative/procedural issues.
  • Interacts with all levels of University personnel, including faculty, department chairs, staff and University administrators.
  • Coordinates special functions such as workshops, program events and committee meetings including logistical needs such as venue space, food and beverages, and announcement.
  • With support of the Director and PI's, compiles and prepares all documents required for external review.
  • Coordinates travel needs for the ADVANCE program faculty and staff.
  • Coordinates seminars, including speaker invitations, travel accommodations, reimbursement and honoraria; arranges for appropriate venue space and seminar requirements.
  • Works with the Internal and External evaluators to assure appropriate exchange of data and information.
  • Performs other miscellaneous job-related duties as assigned.

  • High school diploma or GED, Associate's degree preferred, and five years of related experience.
  • Experience with PeopleSoft grants suite preferred. Working knowledge of OMB Circulars A-21, A-110, A-133 and other pertinent external regulations preferred. Ability to interpret, adapt and apply guidelines and procedures.
  • Working knowledge of financial reporting, administrative policies and procedures, contract and grant administration and human resources management.
  • Effective analytical and technical skills, including experience with financial management systems.
  • Ability to use advanced techniques in spreadsheet, pivot tables, database, and/or presentation software.
  • Effective organizational skills. Knowledge of administrative support practices and procedures.
  • Commitment to fostering a diverse and inclusive work environment.
  • Ability to independently address complex issues within the scope of the position.
  • Ability to interpret, adapt and apply guidelines and procedures.
  • Ability to effectively communicate and adjust to an ever-changing environment.
  • Exhibit the ability to promote an atmosphere in the office as one that encourages and supports transparency and a team approach to work/task coordination.

Equal Employment Opportunity

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at


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