Administrative Assistant III, Bus Analytics, Operations & IT

University of Delaware; Newark (DE); On-site; USD 40,000 - 60,000; Full time

Job summary

The University of Delaware is seeking an Administrative Assistant III to support the BAOT and Accounting departments in Newark, DE. The role emphasizes undergraduate program support with duties ranging from data processing and scheduling to event coordination and travel arrangements.

Under supervision, you will handle confidential information, manage forms and records, and ensure compliance with university policies.

Qualifications

• High school diploma or GED with 3+ years of experience preferred.
• Familiarity with University programs such as PeopleSoft, Cognos reporting/queries, UDSIS and CLSS.
• Knowledge of office practices and procedures.
• Proficiency with Microsoft Office, and ability to create and maintain databases/spreadsheets; intermediate word processing.
• Excellent communication, organizational and interpersonal skills.
• Ability to handle multiple assignments concurrently and maintain confidentiality.

Responsibilities

• Provide administrative support to the Department Chairs and staff in both BAOT and Accounting.
• Front-office duties: greet visitors, answer inquiries, direct calls, and triage departmental issues.
• Coordinate submission and filing of course syllabi; maintain electronic/physical copies.
• Coordinate travel, events, and scheduling tasks; support Honors Day, Convocation, and Commencement.
• Process registration-related forms and assist with student registration/enrollment issues in systems.
• Maintain office supply inventory and coordinate mail distribution between departments and Dean’s Office.
• Assist with facilities requests, copier upkeep, and department printing needs.
• Support academic advising, registrar coordination, and award processing as needed.
• Perform other related duties as assigned.

Skills

Effective communication

Organizational skills

Interpersonal skills

Multitasking

Discretion & confidentiality

Initiative & problem-solving

Education

High School diploma/GED

Tools

PeopleSoft

Cognos reporting

UDSIS

CLSS

Microsoft Office

Job description

University of Delaware

Equal Employment Opportunity Statement

The University of Delaware is an Equal Opportunity Employer whichencourages applications from Minority Group Members, Women,Individuals with Disabilities and Veterans. The University's Noticeof Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html

Work Type: Staff

Location: Newark, DE

Categories: Administrative Support, Full Time

GRADE: 27N

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

CONTEXT OF THE JOB:

The University of Delaware’s business school, the Alfred LernerCollege of Business and Economics, is a hub for innovation,business and economics research and career success. With hands-onexperiences and a technology-driven curriculum, Lerner equipsstudents to navigate the evolving business world and drive changeworldwide. The Department of BusinessAnalytics, Operations, and Information Technology (BAOT) bringstogether expertise in artificial intelligence, data analytics,operations management, management information systems, and businesstechnology. Lerner’s Department of Accounting offersAACSB-accredited graduate and undergraduate programs inaccounting.

Serving under the general supervision of the two Chairpersons,the Administrative Assistant III supports the day-to-dayadministration and operations of both the Department of BAOT andthe Department of Accounting. The principal emphasis is onundergraduate program support. Performs a variety of basic tocomplex administrative duties including the timely processing ofcorrespondence and Webforms; the collection, compilation, andorganization of information or data; student course registration,and generation of reports and records. Prepare administrative formswhich may contain confidential information. Ensures compliance withinternal and external administrative policies and procedures,determines priorities, and resolves administrative issues. A highlevel of independent judgment, initiative and problem-solvingskills, and the ability to demonstrate a high degree ofconfidentiality and discretion are required.

MAJOR RESPONSIBILITIES:

• Provide administrative support to the Department Chairpersons,faculty, and staff in both departments. Perform routine andnon-routine administrative tasks as assigned, complying withestablished deadlines and work standards and Universitypolicies.
• Provide front-office support for both departments, includinggreeting and assisting visitors, current students, and faculty;receiving and directing incoming calls, answering inquiries aboutthe department, college and University; and serving as the firstlevel triage for issues related to the two departments.
• Request, collect and file course syllabi for each course taughtand file electronically in the shared drive and save paper copy inthe syllabus drawer at the beginning of each semester.
• Submit requests to facilities for requests for service, fix-itrequests, movers, and media services and handles basic maintenanceof the department copier and all the department printers.
• Oversee the completion of departmental copy requests and submitspecial requests to University Printing as appropriate.
• Facilitate and assist with departmental events such as HonorsDay, Convocation, Commencement and others. Ensure that events aremanaged in accordance with departmental goals and objectives.
• May assist with travel arrangements for faculty, staff, andstudents.
• Maintain and organize office supply inventory; purchasesupplies as needed.
• Distribute mail in faculty and staff mailboxes as needed.Coordinate the pick-up and delivery of mail between the departmentand the Dean’s Office each day. Reassign faculty mailboxes asneeded.
• Operate standard office equipment, keep in working order, andtroubleshoot any issues.
• Coordinate the preparation of undergraduate and graduate classschedules for the faculty through CLSS.
• Handle the forms and processes related to registration such aschange of major/minor forms, transfer credit forms and courseevaluations. Assist with student course registration and enrollmentissues; report processing of major/minor data and student advisorassignment in UDSIS. May also assist with course wait listprocess.
• Assist the Department’s Academic Advisor with studentregistration issues and administrative assistance as needed. Workwith the Registrar’s office to identify and correct registrationissues.
• Provide student information to the Honors Committee Chairpersonfor the selection of awards for Honors Day. Prepare mailings forHonors 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 anequivalent 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 tocreate and maintain databases and spreadsheets as well as useintermediate word processing techniques.
• Effective communication, organizational, and interpersonalskills.
• Ability to handle multiple assignments concurrently.
• Ability to show initiative and to demonstrate a high degree ofconfidentiality and discretion and problem-solving.
• Ability to exercise initiative; propose new efficiencies andprocesses; and demonstrates a dedication to learning newskills.

Notice of Non-Discrimination and Equal Opportunity

The University of Delaware does not discriminate against any personon the basis of race, color, national origin, sex, gender identityor expression, sexual orientation, genetic information, maritalstatus, disability, religion, age, veteran status or any othercharacteristic protected by applicable law in its employment,educational programs and activities, admissions policies, andscholarship and loan programs as required by Title IX of theEducational Amendments of 1972, the Americans with Disabilities Actof 1990, Section 504 of the Rehabilitation Actof 1973, Title VIand VII of the Civil Rights Act of 1964, and other applicablestatutes and University policies. The University of Delaware alsoprohibits unlawful harassment including sexual harassment andsexual violence.

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