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Administrative Assistant III, School of Marine Science & Pol

at University of Delaware in Newark, Delaware, United States

Job Description

Administrative Assistant III, School of Marine Science & Policy

Apply now (https://secure.dc4.pageuppeople.com/apply/858/gateway/default.aspx?c=apply&lJobID=496891&lJobSourceTypeID=796&sLanguage=en-us) Job no: 496891

Work type: Staff

Location: Newark

Categories: Administrative Support, Full Time

Pay Grade: 27N

Context of the Job:

Under the general supervision of the Business Administrator, this position performs complex administrative and financial 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.

Major Responsibilities:

Administration (75%):

+ Provide administrative support to the faculty, administrative staff, students and programs of SMSP. Perform 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.

+ Process Web Forms e.g., journal vouchers (JVs), procurement requisitions, cash transmittals, and other required administrative documents and forms for the unit.

+ Assist with the recruiting/application process, scheduling interviews, making travel arrangements for potential students, completing travel reimbursements, etc.

+ Assist in preparation of course scheduling, registration, student application processing, class lists, rosters and/or grade reports.

+ Make travel arrangements for faculty, staff and students. Coordinate and process travel awards for graduate students.

+ Maintain electronic calendar for ITV classrooms, conference rooms, etc. and handles room reservations.

+ Update web pages and assists faculty in the preparation of class material; uploads and organizes material on Canvas.

+ Assist faculty with visiting scholars. Ensure departmental and college approvals are completed and submitted to College HR Manager.

+ Attend 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.

+ Perform other duties as assigned.

Financial (25%):

+ Manage ProCard (purchasing credit cards) administration and reimbursement requests for assigned faculty, research staff and students in Concur. Verify that ProCard expenditures are charged to appropriate budgets and confirm funds are available prior to processing credit card allocations. Review charges to ensure they are allowable in accordance with agency regulations and guidelines. Ensure back up documentation is properly filed and available for audit or grant close out reporting.

+ Under the direction of the Business Administrator, maintain user field report for School purposes which are used for financial reporting of various expenses. Prepare month-end financial reports; investigate irregularities and variances from budget.

+ Provide monthly financial reports to Business Administrator (utilizing PeopleSoft) to identify, document, and investigate any abnormal changes in monthly summaries for the School of Marine Science and Policy (SMSP) operating budgets

+ Track and report on graduate student funding including fellowship and non-fellowship budgets and accounts.

+ Perform other duties as assigned.

Qualifications:

+ High school diploma or GED, Associate’s degree preferred, and three to five years of experience.

+ 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.

+ Proficient in 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.

+ Knowledge of federal regulations and OMB circulars preferred.

+ Demonstrates an 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.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action

The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

Applications close: Oct 01 2021 Eastern Daylight Time

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Job Posting: JC192675114

Posted On: Sep 18, 2021

Updated On: Oct 08, 2021