Administrative Assistant

Delaware Technical Community College; Seaford (DE); On-site; USD 36,000 - 49,000; Full time

Job summary

Delaware Technical Community College Seaford Innovation Center is seeking an Administrative Assistant to provide advanced administrative support to a supervisor and unit staff. This on-site role requires handling confidential information, preparing agendas, minutes, reports, and coordinating meetings and travel.

The incumbent will maintain complex filing systems, assist with budget tracking and expenditures, and serve as a liaison with internal and external stakeholders.

Qualifications

• Associate’s degree in a relevant field and two years of responsible administrative support experience; or other equivalent combination of education and experience.

Responsibilities

• Acts as liaison between supervisor and faculty, other departments, students and public; collects and compiles data for reports.
• Composes, formats, and types memoranda, correspondence, and reports; prepares documents with confidentiality.
• Reviews and routes mail; maintains filing systems; orders supplies.
• Greet visitors; direct inquiries; schedule appointments for supervisor.
• Arrange details for meetings, travel and events; take minutes and manage seating.
• Maintain complex filing and records; manage divisional budget procedures.
• Analyze operations and recommend process improvements; support budget preparation and travel support.
• Supervise and train clerical staff or Work-Study students; perform other duties as required.

Skills

Administrative support

Communication

Organizational skills

Discretion with confidential info

Data reporting

Education

Associate’s degree

Tools

Microsoft Word

Microsoft Excel

Database software

Job description

This position is based on-site at the Seaford Innovation Center. Normal working hours are Monday-Friday, 8:30 am – 4:30 pm. These hours may be adjusted to meet operational needs.

Salary $42, 429

Classification Information

Classification Title

Classification Title Administrative Assistant

Job Code

Job Code 4105 (FT), 4605 (PT)

FLSA

FLSA Non-Exempt

Position Pay Grade

Position Pay Grade B/C 10

Position Type

Position Type Full-Time

Summary Statement

An incumbent is responsible for providing advanced administrative support to an administrative or technical supervisor and unit staff.

Nature and Scope

An incumbent reports to an administrative or technical supervisor, serves in a liaison capacity between the supervisor and internal and external stakeholders, the public and/or other departments within the College. Assignments require evaluative thinking and are carried out in accordance with standard administrative support practices, operational procedures and policies, and general work instructions. Work includes advanced administrative support with a high-level attention to detail; managing sensitive/confidential information for department/division records and files. Ensure accuracy of data, inclusion of supporting documentation, and adherence with deadlines and procedures that impacts both students and employees. Incumbents assist supervisor by performing such duties as composing complex or detailed correspondence and reports for supervisor’s signature that entails knowledge of programs, policies, procedures, rules, and regulations; preparing agendas for meetings; maintaining liaison between supervisor and other staff personnel, state/federal agencies and the public and disseminating directives.

Principal Accountabilities

• An incumbent may perform any combination of the below listed accountabilities: 1. Acts as a liaison between supervisor and faculty, other departments, students, and the public and provides guidance on routine and some non-routine matters. Collects and compiles data for reports and provides supporting documentation.
• 2. Composes, formats, and types memoranda, correspondence, and reports. Prepares financial/legal documents, contracts, cases, charts, and similar materials using technology while maintaining appropriate confidentiality.
• 3. Reviews and routes incoming mail; composes reply for employer’s signature; maintains a follow-up filing system on correspondence; orders supplies for department/division; may forward copies of correspondence to others for their information and response, on behalf of supervisor
• 4. Supports department/division by providing routine information to callers, transfers calls to appropriate official, and schedules appointments for supervisor resulting from public contact. Greets visitors, ascertains nature of business, and directs visitors to appropriate staff person.
• 5. Arranges details for department/division meetings, conferences and events, and travel, including but not limited to schedules, reservations, location, taking minutes, and guest seating.
• 6. Establishes and maintains complex filing system for the unit, using traditional paper filing and digital filing using various technology. Keeps a variety of department/division records, such as staff time and leave, attendance, and financial documents. Establishes and maintains accounting procedures for divisional budget as allocated by department/division.
• 7. Analyzes routine operating practices and procedures related to workflow, cost reduction equipment, and supply utilization, etc. to ensure smooth and efficient office operation and makes recommendations for change when necessary.
• 8. Tracks budget expenditures and performs research and other duties related to budget preparation including but not limited to registrations and payments for students, processing travel requests, including calculating mileage, and researching rates and lodging allotments. Collects receipts and reconciles credit card.
• 9, May supervise, train, or provide guidance and support to other clerical employees and/or College Work Study students.
• 10. Performs other related duties as required.

Knowledge Skills and Abilities

• Knowledge of administrative principles and procedures.
• Knowledge of accounting, fiscal policies, and guidelines.
• Knowledge of division operations, services, programs, and campus organization.
• Knowledge of applicable policies, procedures, laws, regulations, or requirements.
• Knowledge of word processing, spreadsheet, and database software.
• Excellent interpersonal, communication, decision-making, critical thinking, and organizational skills.
• Skill in searching files and records for information.
• Skill in recording and compiling data accurately.
• Ability to oversee the work of clerical/support employees.
• Ability to read, apply, and explain rules, regulations, policies, and procedures.
• Ability to exercise discretion in the handling of confidential information.
• Ability to communicate effectively, both orally and in writing, and relate to a diverse population in a multicultural environment.

Minimum Qualifications

Associate’s degree in a relevant field and two (2) years of responsible administrative support experience; or other equivalent combination of education and experience.

Posting Number

Posting Number REG5041PO

Number of Vacancies

Desired Start Date

Position End Date (if temporary)

Open Date

Open Date 09/08/2026

Close Date

Open Until Filled Yes