Administrative Assistant III, Bus Analytics, Operations & IT

University of Delaware; Delaware; On-site; USD 40,000 - 52,000; Full time

Job summary

The University of Delaware’s Lerner College is seeking an Administrative Assistant III to support the Department of BAOT and the Department of Accounting. This role emphasizes undergraduate program support, handling registration, syllabi, and data/reporting tasks under two Chairpersons.

Responsibilities include front-office duties, event support, travel arrangements, and coordination of schedules and communications. A high level of discretion and initiative is required.

Qualifications

• High School diploma or GED with three years of related experience.
• Familiarity with University programs: PeopleSoft, Cognos, UDSIS, CLSS.
• Knowledge of standard office practices and procedures.
• Proficiency with Microsoft Office; ability to build/manage databases and spreadsheets; intermediate word processing.
• Strong communication, organizational and interpersonal skills.
• Ability to handle multiple assignments concurrently and maintain confidentiality.
• Ability to show initiative and propose efficiencies; willingness to learn new skills.

Responsibilities

• Provide administrative support to Department Chairpersons, faculty and staff.
• Front-office duties: greet visitors, answer inquiries, direct calls, triage issues.
• Collect and file course syllabi; manage electronic and paper records per semester.
• Submit facilities service requests; manage copier and printers maintenance.
• Oversee departmental copy requests and liaise with University Printing.
• Assist with departmental events (Honors Day, Convocation, Commencement).
• May assist with travel arrangements for faculty, staff, and students.
• Maintain office supply inventory; order supplies as needed.
• Distribute mail; coordinate mail between department and Dean’s Office.
• Operate and troubleshoot standard office equipment.
• Coordinate undergraduate/graduate class schedules for faculty (CLSS).
• Assist with registration processes; support student registration and advisement in UDSIS.
• Support Registrar’s office to resolve registration issues; assist Honors Committee with awards.

Skills

Effective communication

Organizational skills

Interpersonal skills

Discretion & confidentiality

Multi-tasking

Initiative

Education

High School diploma/GED

3 years of related experience

Tools

PeopleSoft

Cognos reporting

UDSIS

CLSS

Microsoft Office

Job description

Job no: 503927
College / VP Area: Lerner College Business & Econ
Work type: Staff
Location: Newark, DE
Categories: Administrative Support

GRADE: 27N

This is a temporary one-year position; continuation is contingent on available funding.

CONTEXT OF THE JOB:

The University of Delaware’s business school, the Alfred Lerner College of Business and Economics, is a hub for innovation, businessand economicsresearch and career success. With hands-on experiences and a technology-driven curriculum, Lerner equips students to navigate the evolving business world and drive change worldwide. The Department of Business Analytics, Operations, and Information Technology (BAOT) brings together expertise in artificial intelligence, data analytics, operations management, management information systems, and business technology. Lerner’s Department of Accounting offers AACSB-accredited graduate and undergraduate programs in accounting.

Serving under the general supervision of the two Chairpersons, the Administrative Assistant III supports the day-to-day administration and operations of both the Department of BAOT and the Department of Accounting. The principal emphasis is on undergraduate program support. Performs a variety of basic to complex administrative duties including the timely processing of correspondence and Webforms; the collection, compilation, and organization of information or data; student course registration, and generation of reports and records. Prepare administrative forms which may contain confidential information. Ensures compliance with internal and external administrative policies and procedures, determines priorities, 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.

MAJOR RESPONSIBILITIES:

• Provide administrative support to the Department Chairpersons, faculty, and staff in both departments. Perform routine and non-routine administrative tasks as assigned, complying with established deadlines and work standards and University policies.
• Provide front-office support for both departments, including greeting and assisting visitors, current students, and faculty; receiving and directing incoming calls, answering inquiries about the department, college and University; and serving as the first level triage for issues related to the two departments.
• Request, collect and file course syllabi for each course taught and file electronically in the shared drive and save paper copy in the syllabus drawer at the beginning of each semester.
• Submit requests to facilities for requests for service, fix-it requests, movers, and media services and handles basic maintenance of the department copier and all the department printers.
• Oversee the completion of departmental copy requests and submit special requests to University Printing as appropriate.
• Facilitate and assist with departmental events such as Honors Day, Convocation, Commencement and others. Ensure that events are managed in accordance with departmental goals and objectives.
• May assist with travel arrangements for faculty, staff, and students.
• Maintain and organize office supply inventory; purchase supplies as needed.
• Distribute mail in faculty and staff mailboxes as needed. Coordinate the pick-up and delivery of mail between the department and the Dean’s Office each day. Reassign faculty mailboxes as needed.
• Operate standard office equipment, keep in working order, and troubleshoot any issues.
• Coordinate the preparation of undergraduate and graduate class schedules for the faculty through CLSS.
• Handle the forms and processes related to registration such as change of major/minor forms, transfer credit forms and course evaluations. Assist with student course registration and enrollment issues; report processing of major/minor data and student advisor assignment in UDSIS. May also assist with course wait list process.
• Assist the Department’s Academic Advisor with student registration issues and administrative assistance as needed. Work with the Registrar’s office to identify and correct registration issues.
• Provide student information to the Honors Committee Chairperson for the selection of awards for Honors Day. Prepare mailings for Honors Day and process certificates and Award payments.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

• High School diploma/GED and three years of experience, or an equivalent combination of education and experience.
• Familiarity with University programs is strongly preferred, i.e. PeopleSoft, Cognos reporting and queries, UDSIS and CLSS.
• Knowledge of office practices and procedures.
• Proficiency with Microsoft Office, including the ability to create and maintain databases and spreadsheets as well as use intermediate word processing techniques.
• Effective communication, organizational, and interpersonal skills.
• Ability to handle multiple assignments concurrently.
• Ability to show initiative and to demonstrate a high degree of confidentiality and discretion and problem-solving.
• Ability to exercise initiative; propose new efficiencies and processes; and demonstrates a dedication to learning new skills.

Notice of Non-Discrimination and Equal Opportunity
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 VI and 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.