Administrative Specialist

Location
Newark, DE
Posted
May 03, 2017
Institution Type
Four-Year Institution

University of Delaware

Job Title Administrative Specialist
Job ID 104595
Location Newark, DE


Administrative Specialist, Center for Disabilities Studies

PAY GRADE: 29E

DEADLINE: Open until Filled

CONTEXT OF JOB:

The Center for Disabilities Studies (CDS) promotes increased access, opportunity, and accomplishment among people with disabilities-across ages and life domains-through its multifaceted research, training, and service portfolio. CDS is one of 67 University Centers of Excellence in Developmental Disabilities (UCEDD) nationwide, and is the largest research and public service Center in the College of Education and Human Development. The Center's current programmatic units focus on transition to adult life (secondary education, post-secondary education, and employment), health and wellness, PreK-12 education, and assistive technology. Each unit implements a cohesive program of research, technical assistance, academic training, professional development, community training, advocacy, and information dissemination. CDS works in close collaboration with federal agencies and organizations, state agencies, other units at the University of Delaware, community organizations, service providers, individuals with disabilities, and their families. Each programmatic unit provides opportunities to both graduate and undergraduate students to develop their knowledge and skills and contribute to the Center's mission. The Center also manages the Disabilities Studies Minor benefiting approximately 450 undergraduate students.

Under the general direction of the Center Director, the Administrative Specialist manages the administrative functions of the Center, which involves extensive interaction with CDS units, the College's Business Unit, other University units, and external organizations. The Administrative Specialist assists the Center Director with budgetary coordination within the center, and serves as a conduit to the College's Business Unit. The Administrative Specialist resolves procedural conflicts to ensure continuance of projects and adherence to the policies of the University and external funding agents and works with the Business Unit to resolve any budgetary conflicts. The Administrative Specialist oversees personnel-related matters within the Center and works in conjunction with the College's Business Unit, assisting in the development of new positions and compliance with all University-related procedures relative to establishing new positions, recruitment, and hiring. This includes coordination of new employee/student orientation and maintenance of the Center's Policies and Procedures Manual. This position serves as the Center's conduit to the Dean's office and the UD Office of Human Resources.

The Administrative Specialist manages the office and supervises administrative staff, including exempt and non-exempt employees as well as miscellaneous wage personnel and student workers.

The Administrative Specialist reports directly to the Center Director and is a member of the Center's Management Team.

MAJOR RESPONSIBILITIES:
  • Work collaboratively with Unit Directors and other CDS personnel.
  • Manage confidential business of the Center with professionalism and discretion.
  • Serve as Center's primary point of contact with CEHD Human Resources staff, CEHD Financial Services Unit and Research Office acting as conduit to develop competitive grant proposals, and assist in securing independent funding for projects.
  • Ensure that directives from CEHD Business Units are enacted as specified and provide accurate and thorough reports to CEHD Business Units..
  • Develop and maintain a repository of proposal development resources and supports for the benefit of CDS staff.
  • Serve as primary resource to project leaders regarding budgeting, project management, timely and accurate reporting, and university and center policies and procedures.
  • In collaboration with the Business Unit, monitor the overall CDS budgeting and accounting systems, including: the Center's basic budget, supplementary and gift accounts and expenditures; student, post-doctoral, professional, and faculty payroll funding; bi-weekly and semi-weekly payroll; and effort certification processes and documentation. Research and resolve discrepancies and issues as they arise.
  • Serve as data coordinator and subject matter expert for the federal NIRS database, working with CDS personnel and the CEHD Financial Services Unit ensuring the timely entry and accuracy of data and timely submission of the Center's annual report to its federal funding agency, the Administration on Intellectual and Developmental Disabilities (AIDD).
  • Maintain relationships through effective communication with external funding sources as well as University departments to assure positive working relationships between CDS and its partners.
  • Resolve complex administrative and procedural problems when they occur and provide guidance to CDS staff. Oversee personnel-related matters, including: primary point of contact with other campus units; development, documentation, and enforcement of policies and procedures; the coordination of center-specific orientation and training for new staff and graduate students; consultation and support relative to new positions, searches, hring and termination, including student and supplemental contracts; coordination of professional development opportunities for staff; and timely and thorough completion of annual performance appraisal, budget turnaround and employee merit, and other personnel-related reports.
  • Provide guidance and administrative support for CDS search committees including development of documents to support search committees in their review of candidate credentials, scheduling candidate interviews, sending status notifications to candidates, and provide CEHD's Human Resources with all necessary paperwork and documentation.
  • Oversee all functions related to CDS personnel matters and Human Resources that are not already managed by the College's Business Unit.
  • Manage the office and supervise core administrative staff.
  • Manage bi-weekly time entry for miscellaneous wage staff and student employees.
  • Primary point of contact with University Procurement and College Financial Services Unit to secure procurement cards for staff and reconcile transactions and reimbursement requests.
  • Act as conduit and primary point of contact with Office of Educational Technology reconciling the monthly OET usage/billing report and assisting CDS staff with their IT needs.
  • Primary point of contact for facilities related items such as but not limited to facilitating relocation of staff work space, cubicles and equipment; facilitating maintenance of building, and building access for staff.
  • Assist with the planning and execution of Center events and activities.
  • Assistant to the CDS Director to include management of Director's schedule, travel arrangements, point of contact for other staff when Director is not available, and collaboration with Director relative to projects and personnel management.
  • Serve on CDS management team.
  • Assist with development of meeting agendas and produce meeting minutes.
  • Perform other job-related duties as assigned.

QUALIFICATIONS:
  • Bachelor's degree in accounting, human resources, business administration or related field and three years of experience or equivalent combination of education and experience.
  • Experience in a higher education preferred.
  • Administrative knowledge, accounting background and familiarity with a variety of computer software programs, including word processing, spreadsheets, and database applications.
  • Knowledge of cost analysis, budget preparation and management, development of financial plans, and the ability to analyze budgetary expenditures for compliance with an approved budget are important attributes.
  • Ability to perform complex tasks and to prioritize multiple projects.
  • Ability to prepare research proposals and reports.
  • Ability to provide technical advice and information to faculty and staff.
  • Effective interpersonal and communication skills in working with a diverse population. Knowledge of grant funding policies and procedures and applicable University and governmental regulations.
  • Knowledge and understanding of intellectual property rights, laws, guidelines and policies.
  • Ability to make sound administrative/procedural decisions and judgments.


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


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