Administrative Assistant II (Physics and Astronomy) (Office & Special Events Administrative Support
University of Delaware
Job Title Administrative Assistant II (Physics and Astronomy) (Office & Special Events Administrative Support)
Job ID 104544
Location Newark, DE
Pay Grade: 26N
Context of the Position:
The Department of Physics and Astronomy (DPA) consists of approximately 33 faculty members, 16 staff members, 10 postdoctoral and research scientists, 80 full-time graduate students, and about 100 undergraduate majors. Under the general supervision of the Business Administrator II and Chair, the Administrative Assistant II performs a broad range of administrative functions the Department of Physics and Astronomy. A high level of independent judgement, initiative and problem-solving skills are required.
The Administrative Assistant II will serve as the first point of contact in the department and interacts with faculty, students, and staff. The Administrative Assistant II interacts with external departments and vendors including dining services, conference centers, procurement, the Office of International Students and Scholars, the Registrar's Office, Facilities, Human Resources, and the Development and Alumni Relations Office.
- Provide administrative support to the Business Administrator and Chair of DPA.
- Serve as the first point of contact and first level triage for DPA. Receive and screen incoming calls, correspondence, forms, and assist with walk-ins. Provide assistance in the resolution of inquiries and problems that arise.
- Coordinate all administrative aspects of departmental events. Organize and coordinate colloquiums, seminars, Convocation, and other special events as assigned. Communicate with speakers, scholars and invited visitors; reserve rooms and spaces; coordinate travel, food, and other necessary arrangements; update the departmental website for such events; and, process reimbursements, payments and other electronic requests including but not limited to journal vouchers, request for payments to individuals/vendors, cash transmittals, and procurement card payments.
- Maintain office supplies and key inventories for DPA. Purchase and maintain office supplies and related inventory and process payments for utilities and services used by the department including satellite offices.
- Report and assist in the resolution of facilities related building issues, telephone, office equipment, technological or other issues that arise by coordinating with Facilities, Telephone Services, Information Technology and other relevant vendors and departments.
- Maintain and update the DPA website, calendar, and internal and external faculty and staff directories. Assist in compiling and updating information for DPA's website as appropriate. Update course schedule information to the DPA website. Maintain departmental mailing lists. Provide scheduling assistance for the reservation calendar for rooms managed by DPA.
- Assist with the onboarding and welcoming of visiting scholars, students and employees.
- Prepare gift reports and letters for donors on behalf of the Chair. Maintain list of donors and contact information.
- Oversee and submit bi-weekly payroll information for the undergraduate work-study office assistant.
- Coordinate textbook orders for all undergraduate and graduate courses offered by DPA.
- Assist in the resolution of inquires made by students and faculty regarding course registration, class rosters, and advisor information by using UDSIS.
- Oversee the completion of departmental copy requests and submit special requests to University Printing as appropriate.
- Sort and distribute departmental mail on a daily basis. Receive mail and packages and prepare shipping labels as requested.
- Provide administrative support to faculty, students, staff, and visitors with tasks including but not limited to copying, faxing, mailing, scanning, and proofreading. Provide support, as needed, with compiling spreadsheets, organizing data, and preparing letters, which may contain highly confidential information.
- Other duties as assigned.
- High school diploma or GED and two to three years of administrative experience.
- Extensive knowledge of office practices and procedures.
- Ability to handle multiple assignments concurrently.
- Knowledge of the principles and practices of office management.
- Ability to analyze and interpret data, make independent decisions, plan, assign, review and evaluate the work of others.
- Ability to use advanced techniques in word processing, spreadsheets, database, and presentation software.
- Ability to communicate effectively and interact well with other people of all ages and diverse backgrounds.
- Effective interpersonal, communication, and customer service skills.
- Ability to make procedural decisions and judgments, analyze and solve problems, and prioritize, plan and organize work.
SPECIAL REQUIREMENTS: Requires the ability to lift and move, with or without assistance, delivery boxes and supplies weighing up to 30 pounds. Must be available during non-business hours to occasionally assist with Convocation and other special department events as assigned.
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 http://www.udel.edu/aboutus/legalnotices.html