Administrative Assistant III, College of Education & Human Development

University of Delaware•Newark, DE

18h

About The Position

Under 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 duties, including hiring and managing work-study students, managing financial payments for K-12 partners and university-based field personnel, maintaining the Office of Clinical Studies (OCS) website, communicating with school partners about clearances, surveys, and evaluations, and managing related data using Access, TaskStream, Google Suite, UDSIS, and Student Health records. The position also supports clinical educators and teacher preparation programs, handles Office of Clinical Studies correspondence, coordinates surveys and evaluation forms, prepares data and reports, and communicates with university departments, state agencies, school districts, and other external partners.

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 and 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 preferred.
Higher education experience preferred.

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 other students with field experiences involving minors.
Inform University of Delaware faculty about students’ eligibility for field placements based on background-clearance outcomes.
Manage financial and compensation processes, including distribution of clock hours, honoraria and stipends for clinical educators, site supervisors, and work-study students, and gas reimbursements for field instructors.
Manage clinical educators’ engagement with teacher preparation programs, including placement procedures, confirmations, semester-based placement letters, and support for using TaskStream to complete surveys and evaluations.
Interview, hire, and supervise work-study students performing data entry, spreadsheet management, confidential filing, and shredding; ensure their timesheets are submitted in UD Workforce.
Maintain the Office of Clinical Studies website by uploading forms and updating protocols, policies, calendars, and other information.
Access, enter, extract, and respond to data-report requests using Access, TaskStream, Google Suite, Student Health Records, and UDSIS.
Monitor distribution of surveys and evaluation forms, including Title 1 reports, candidates’ program evaluations, and surveys related to methods courses.
Communicate and cooperate with state and intrastate agencies and external contacts, including child and family services, Delaware State Police, school district personnel, the Office of Child Care Licensing, Delaware CHASE Agency, and transportation vendors.
Handle Office of Clinical Studies correspondence by email, phone, and in person.
Provide written and oral communication with the CEHD Dean’s office, Student Health staff, faculty and staff across departments, and state and intrastate agencies.
Perform other job-related duties as assigned.