Administrative Assistant III, Institute for Public Administr

at University of Delaware in Newark, Delaware, United States

Job Description

Administrative Assistant III, Institute for Public Administration

Apply now ( Job no: 497021

Work type: Staff

Location: Newark

Categories: Administrative Support, Full Time

Pay Grade: 27N

Context of the Job:

The Institute for Public Administration (IPA) and the Center for Community Research & Service (CCRS) are public service and research centers in the Joseph R. Biden, Jr. School of Public Policy and Administration at the University of Delaware. IPA addresses the policy, planning and management needs of its partners through the integration of applied research, professional development and the education of tomorrow’s leaders. CCRS works to create more just and equitable communities and enhance the wellbeing of underserved populations in Delaware and beyond through research, public service, and teaching. Under the general supervision of the Director of IPA, the Administrative Assistant performs complex administrative and financial duties for IPA and CCRS. The majority (80%) of the incumbents time will be devoted to IPA and the remaining time (20%) will be devoted to CCRS. The principal emphasis is on general administrative support and assistance with center activities as well as providing the most efficient and effective administrative support and service to IPA and CCRS. He/she also 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.


+ Serve as a primary point of contact for IPA and CCRS, interacting with a diverse audience including University of Delaware faculty, staff and students, and external constituents including legislators, state and local government leaders, and other partners.

+ Provide primary administrative support to the Directors of IPA and CCRS and provide general administrative support to other members of IPA and CCRS as needed.

+ Perform relevant administrative duties as assigned and directed by the Directors ensuring confidentiality and complying with established deadlines and work standards.

+ Purchase office supplies, equipment, and books. Process and maintain paperwork for purchasing (e.g., orders, requisitions, and invoices); and reconcile accounts for each center.

+ Receive and screen incoming calls, correspondence, forms, applications, reports, etc. and sort center mail.

+ Approve webforms for Center Directors.

+ Renew memberships and subscriptions; make conference, travel and dining reservations; and assist with annual performance reviews.

+ Attend IPA and CCRS staff meetings.

+ Assist with planning and coordinating events, such as meetings, lectures, workshops, conferences held at the University of Delaware and off site, including scheduling the facilities, making travel arrangements, and managing registration, equipment, and catering needs.

+ Make travel arrangements for the Directors and other staff when necessary. Assist with completing travel reimbursements.

+ Issue keys to staff and students as appropriate.

+ Provide oversight of the IPA vans usage and maintenance.

+ Make recommendations regarding new administrative policies and procedures or changes and improvements to existing processes; develop and/or initiates new office forms and procedures for IPA.

+ Manage University credit card administration and reimbursement requests for the Director of IPA. Verify that credit card expenditures are charged to appropriate budgets and confirm funds are available prior to processing credit card allocations.

+ Perform other duties as necessary.


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

+ Ability to be flexible, work independently and have high accountability for a large volume of work.

+ Ability to handle multiple assignments concurrently.

+ Excellent oral and written skills.

+ 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.

+ Ability to exhibit and support a positive attitude and encourage a positive attitude in co-workers.

+ Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.

+ Experience using standard computer software programs for word processing presentations, spreadsheets and databases.

+ Ability to show initiative and to demonstrate a high degree of confidentiality and discretion and problem-solving strongly 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: Nov 10 2021 Eastern Standard Time

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Job Posting: JC195634203

Posted On: Oct 23, 2021

Updated On: Nov 12, 2021