Administrative Assistant III, College of Education & Human Development

University of Delaware•Newark, NJ

About The Position

Under the limited supervision of the Director of CEETP, the Administrative Assistant III manages and supports background clearances for teacher preparation students across 26 programs, university-wide clearances, and special clearances for child care licensing. The role performs complex administrative work, including hiring and supervising work-study students, managing payments for K–12 partners and university-based field personnel, maintaining the Office of Clinical Studies (OCS) website, communicating with school partners, and managing related data in Access, TaskStream, Google Suite, UDSIS, and Student Health records. The position coordinates background clearances and field-placement eligibility, handles financial and compensation processes, and supports clinical educators working with teacher preparation programs. It also maintains OCS information, manages surveys and evaluations, responds to data and reporting requests, coordinates with state and university partners, and handles OCS correspondence. The role requires professional communication, accuracy, discretion with confidential matters, and the ability to multitask under limited supervision.

Requirements

High school diploma or GED and three years of experience, or an equivalent combination of education and experience.
Extensive knowledge of office procedures and management principles, protocols, and practices.
Proficiency with spreadsheets and database software, including Access, PowerPoint, WordPress, Mail Merge, Microsoft Suite, and Google Suite.
Ability to learn new technology, including programs, platforms, reporting systems, and student information systems.
Ability to analyze and interpret data to create reports for various entities.
Ability to multitask and work under limited supervision.
Ability to exercise discretion when handling confidential matters.
Effective communication skills and ability to interact professionally with students, parents, faculty, district partners, clinical educators and teachers, Delaware State Police, and vendors.
Attention to detail and commitment to accuracy.

Nice To Haves

Associate’s degree.
Experience in higher education.

Responsibilities

Receive, process, and monitor Child Protection Registry clearances, Delaware state and federal criminal background checks, health screenings (TB/PPD tests), and Youth Protection training for education preparation students and non-education students with field experiences involving minors.
Inform University of Delaware faculty of students’ eligibility for field placements based on background-clearance outcomes.
Manage financial and compensation processes, including payments and distribution of clock hours, honoraria and stipends for clinical educators, site supervisors, and work-study students, and gas reimbursements for field instructors.
Support clinical educators’ engagement with teacher preparation programs, including communicating placement procedures and confirmations through semester-based placement letters.
Help teachers use university data-collection systems, including TaskStream, to complete surveys and evaluations on time.
Interview, hire, and supervise work-study students performing data entry, spreadsheet management, confidential filing, and shredding.
Ensure work-study student timesheets are submitted in UD Workforce.
Maintain the OCS website by uploading forms and updating protocols, policies, calendars, and other information.
Access, enter, extract, and respond to data and report requests using Access, TaskStream, Google Suite, Student Health Records, and UDSIS.
Monitor distribution of surveys and evaluation forms, including Title 1 reports, candidate program evaluations, and surveys related to methods courses.
Communicate and cooperate with Delaware state and intra-state agencies and external contacts, including the Department of Services for Children, Youth and Their Families, Delaware State Police, school district personnel, the Office of Child Care Licensing, Delaware CHASE Agency, and transportation vendors.
Handle OCS correspondence by email, phone, and in person.
Communicate in writing and orally with the CEHD Dean’s office, Student Health staff, faculty and staff across departments, and Delaware state and intra-state agencies.
Perform other job-related duties as assigned.