Administrative Assistant II, College of Earth, Ocean and Environment
University of Delaware
Job Title Administrative Assistant II, College of Earth, Ocean and Environment
Job ID 104709
Location Newark, DE
Position Title: Administrative Assistant II
Department: School of Marine Science and Policy
College/Admin Office: Earth, Ocean and Environment
CONTEXT OF THE JOB:
Under the general direction of the Business Administrator, this position performs complex administrative duties for the School of Marine Science and Policy (SMSP). The principal emphasis is on general administration and office management as well as providing the most efficient and effective administrative support and customer service to facilitate research and educational functions in the School and College. Ensures compliance with internal and external administrative policies and procedures as well as prioritizes and resolves administrative issues. A high level of independent judgment, initiative and problem-solving skills, and the ability to demonstrate a high degree of confidentiality and discretion are required.
- Provides administrative support to the faculty, students and programs of SMSP. Performs routine and non-routine administrative tasks as assigned and directed by faculty/researchers, complying with established deadlines and work standards; listens effectively and obtains necessary information from appropriate source(s) to complete assigned tasks and shares information with others as needed.
- Schedules appointments, meetings, conferences, lectures, etc.
- Manages ProCard (purchasing credit cards) administration for assigned faculty, research staff and students in Works. Verifies that ProCard expenditures are charged to appropriate budgets and confirms funds are available prior to processing credit card allocations. Reviews charges to ensure they are allowable in accordance with agency regulations and guidelines. Ensures back up documentation is properly filed and available for audit or grant close out reporting.
- Provides front office support in Director's suite (welcoming visitors, organizes deliveries, etc.) and provides secondary administrative support to School Director, Assistant School Director, and Assistant Dean for Graduate Services. Receives and screens telephone calls and mail/correspondence. Ensures packages received via UPS, Fed Ex are delivered to the appropriate person/office. Disburses relevant information from other professional, academic and governmental organizations. Effectively interacts with others by acting as unit liaison with internal and external contacts. Greets visitors and refers them to appropriate resource and/or researches and responds to inquiries when appropriate.
- Provides backup support to the Dean's Office for any duties that the Dean may require and to the remaining units within the College as needed.
- Serves as primary backup when Dean's Office administrative support staff members (Assistant to the Dean, etc.) are out of the office.
- Assists in preparation of course scheduling, registration, application processing, class lists, rosters and/or grade reports.
- Organizes faculty searches, workshops, seminars and student visits for the School.
- Serves as the super user for the new College/School website. Updates Web pages and WebCT class work for faculty as needed.
- Assists with SMSP faculty invitational series both in Newark and in Lewes as needed.
- Assists with the student recruiting/application process, scheduling interviews, making travel arrangements for potential students, completing travel reimbursements, etc.
- May provide assistance to the Director with faculty reviews, SMSP hiring committee support, and the SMSP Promotion and Tenure Committee.
- Processes Web Forms e.g., journal vouchers (JVs), procurement requisitions, cash transmittals, Personnel Information Forms (PIFs) and other required administrative documents and forms for the unit.
- Assists Faculty/Director in welcoming all new people to unit by providing a tour of building, introducing college staff, and providing New Personnel Orientation package. Proactively requests or purchases items required for new faculty/staff. e.g., work space, computer, phone, supplies, etc., ensuring the individual has the required tools to do their job on the first day of employment.
- Maintains inventory and purchases office supplies, furniture, and equipment for unit. Handles basic maintenance of standard office equipment and submitting facilities requests for the unit.
- Establishes and organizes records maintenance and office filing systems including confidential personnel documents e.g., faculty, research staff and student files; works with the Business Office in archiving files.
- Provides backup support to administrative assistant for the Right to Know education, maintenance of college directories on-line (CAIS), hallway picture wall and information directory board, maintenance of Robinson Hall keys, service calls on all SMSP administrative equipment, processing service contract documentation, maintaining college/school copier codes, setting up new users, updating copier code database, and ordering copier paper and supplies.
- Responsible for assisting with scheduling Newark ITV/Conference rooms and LCD projector usage.
- Attends staff meetings and actively participates by making recommendations regarding new administrative policies and procedures or changes and improvements to existing processes. Develops and/or initiates new office forms and procedures.
- Performs other duties as assigned.
- • High school diploma or GED and three years related experience. Associate's degree preferred.
- Experience working in an academic or non-profit environment is desirable.
- Extensive knowledge of office practices and procedures.
- Ability to be flexible, work independently and have high accountability for a large volume of work.
- Ability to handle multiple assignments concurrently.
- Knowledge of the principles and practices of office management and general administration.
- Ability to analyze and interpret data and make independent decisions.
- Excellent organizational and interpersonal skills.
- Exhibits and supports a positive attitude and encourages a positive attitude in co-workers.
- Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
- Ability to use advanced techniques in word processing, spreadsheet, database and presentation software, preferably Microsoft Office Suite (Word, Excel, Outlook, Access and PowerPoint).
- Experience in using computerized accounting systems e.g., PeopleSoft Financials, and using Internet Explorer is highly desirable.
- Ability to show initiative and to demonstrate a high degree of confidentiality and discretion and problem-solving strongly preferred.
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