Misc Wage, Administrative, Animal & Food Science

University of Delaware•Newark, DE

2d•Onsite

About The Position

Under direct supervision of the department Business Administrator, the Administrative Assistant provides a high level of confidential administrative support to the Chair and the Business Administrator in oversight of daily operations within the Department of Animal and Food Sciences (ANFS). This position provides a wide range of support and services within and outside the Department, coordinates various events, and manages special projects inclusive of but not limited to financial processing. In this busy work environment, critical thinking, multi-tasking, independent judgment, and confidentiality are required.

Requirements

High school diploma, Associate’s degree preferred, and five years of office administration experience, or equivalent combination of education and experience.
Experience in general office practices and procedures and software tools. Microsoft Office and Google docs.
Ability to work as a team player and help provide support during events and/or activities when necessary.
Effective oral and written communication skills with the ability to communicate and interact well with people of all ages and diverse backgrounds internal and external to the University community.
Effective organizational and prioritization skills, exceptional attention to detail, and excellent proofreading skills.
Strong analytical and critical thinking skills and the ability to analyze, interpret, summarize, and effectively present data.
Ability to grasp, retain, and disseminate an extensive and varied body of information with the ability to exercise sound judgment and employ effective decision-making skills.
Ability to oversee multiple assignments concurrently while meeting deadlines with the capability of adapting to rapidly changing environments.
Ability to keep sensitive material and information confidential.

Nice To Haves

Working knowledge in Concur, UDExchange, and PeopleSoft is a plus.
Knowledge of University policies and procedures 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.

Responsibilities

Provide administrative support, including independent calendar management, travel arrangements, screening incoming guests and calls, communicating and scheduling meetings, and interacting with a wide range of individuals internal and external to the college and department, while exercising a high level of judgement and maintaining strict confidentiality in all matters.
Coordinate monthly faculty meetings and annual faculty retreat: schedule meetings, solicit meeting agenda items, attend meetings, set up ZOOM link, and conference room IT, record and distribute minutes, and appropriately maintain filing system for archive retention.
Coordinate annual faculty appraisal and promotion and tenure reviews.
Based upon monthly donor reports, prepare monthly “thank you” notes to donors.
Coordinate routine and non-routine departmental meetings and events.
Generate expense reports in accordance with budget as outline by the Business Administrator.
On projects assigned by the Business Administrator, manage, execute, and monitor to completion facilities, marketing, and promotion requests.
Parcel & Mail administration: incoming and outgoing
Vehicle management
Parking pass administration
Conference room scheduling and management
Monitor department general office supply levels and process replenishment orders through Concur or UDExchange, accordingly
Maintain and update the various department email directory groups as personnel onboard and/or separate
WORKFORCE administrative processing: onboarding, time management, and separation
Reconcile accounts monthly and execute journal vouchers through Web Forms as needed
Content management of the Department’s hallway monitors and bulletin boards, as assigned
Provide administrative and financial processing support to the Chair and Business Administrator by processing travel requests and expenses and goods and services expenses through Concur, ensuring appropriate supporting documentation and compliance with university policies and procedures.
Reconcile accounts monthly and execute journal vouchers as needed.
Copying, scanning, record keeping, and file management.
Perform special projects as assigned by the Chair and Business Administrator.
Perform other duties as assigned by supervisors.
Responsible for complying with university policies, procedures, and best practices regarding protecting data and following UD data governance rules.
Maintain Team Share and hard copy file systems in accordance with the Department’s standard operating procedures, sponsor guidelines, and College and University protocols.
Participate in the annual update of the department’s standard operating procedures.
Complete other duties as assigned.