Administrative Assistant III, Research Office - NIIMBL

University of Delaware; Newark (DE); On-site; USD 45,000 - 65,000; Full time

Job summary

The University of Delaware’s NIIMBL Institute seeks an Administrative Assistant III to provide high-level administrative and financial support. Under general supervision, you will ensure compliance with policies, coordinate events and travel, manage confidential documents, and support the NIIMBL Steering Team.

Key duties include data entry, credit card administration in Concur, and handling multiple priorities with discretion.

Qualifications

• High school diploma or GED, and three to five years of experience, or equivalent combination of education and experience.
• Ability to be flexible, work independently and have high accountability for a large volume of work.
• Ability to handle multiple assignments concurrently.
• Knowledge of the principles and practices of office management and general administration.
• Ability to analyze and interpret data and make independent decisions.
• Excellent organizational and interpersonal skills.
• Exhibit and support a positive attitude and encourage a positive attitude in co-workers.
• Ability to communicate effectively and interact well with people in varying types of roles.
• Experience in using computerized systems, and intermediate skills in Microsoft Office applications, including Word, PowerPoint, Excel, Outlook, Teams, One Drive.
• Ability to take initiative, problem solve and maintain a high degree of confidentiality and discretion.

Responsibilities

• Demonstrate NIIMBL’s Core Values in daily conduct and ensure all decisions, actions, and teamwork practices align with the organization’s Business Principles.
• Serve as a primary point of contact for NIIMBL, interacting with a wide range of audiences including University of Delaware faculty, staff and students, and external constituents including federal agencies and officials, state governments, multinational companies, and academic partners.
• Provide administrative support to assigned strategic Programs, which are targeted, high-value project efforts undertaken by the Institute.
• Provide expert administrative support to assigned members of the NIIMBL Steering Team and institute staff.
• Manage storage and maintenance of platforms to share, preserve and keep confidential documents and materials related to NIIMBL’s strategic Programs, all of which require a keen attention to detail and high-level knowledge of document storage systems such as Microsoft Teams.
• Perform data entry tasks in NIIMBL systems to track and maintain participation and engagement in NIIMBL strategic Programs.
• Perform routine and non-routine administrative duties as assigned and directed by NIIMBL staff, ensuring confidentiality, and complying with established deadlines and work standards.
• Assist with planning and coordinating events and meetings held at the University of Delaware and at other NIIMBL partner facilities across the country, including scheduling the facilities, making travel arrangements, and managing registration for events; also coordinate equipment and catering needs.
• Attend staff meetings and actively participate by making recommendations regarding new administrative policies and procedures or changes and improvements to existing processes; develop and/or initiate new office forms and procedures.
• Manage university credit card administration and reimbursement requests for staff in Concur. Verify that credit card expenditures are charged to appropriate budgets. Review charges to ensure they are allowable in accordance with agency regulations and guidelines. Ensure back up documentation is properly filed and available for audit or grant close out reporting.
• Provide guidance and direction to NIIMBL staff on policies and procedures regarding the proper allocation and documentation of all credit card purchases.
• Make travel arrangements for the NIIMBL Steering Team and institute staff. Assist with completing travel reimbursements.
• Perform other job-related duties as assigned.

Skills

Office management

Data analysis

Microsoft Office

Time management

Communication

Confidentiality

Independence

Multitasking

Interpersonal skills

Education

High school diploma or GED

3–5 years experience

Tools

Microsoft Office

Microsoft Teams

OneDrive

Concur

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

Job No: 503849

Work Type: Staff

Location: Newark, DE

Categories: Administrative Support, Full Time

Pay Grade: 27N

Context of Job:

Under generalsupervision of the Manager, Administrative Services theAdministrative Assistant III performs complex administrative andfinancial functions for NIIMBL. The primary focus is providingcomprehensive, advanced administrative support to ensure instituteactivities are efficient and effective. This position ensurescompliance with internal and external administrative policies andprocedures as well as prioritizes and resolves administrativeissues. A high level of independent judgment, initiative andproblem-solving skills, and the ability to demonstrate a highdegree of confidentiality and discretion are required.

National Institute for Innovation in ManufacturingBiopharmaceuticals (NIIMBL) is a member of the Manufacturing USAnetwork of institutes funded by the federal government to advanceUnited States competitiveness in advanced manufacturing innovation.NIIMBL is established by a cooperative agreement with the NationalInstitute of Standards and Technology (NIST) as a public/privateconsortium of member organizations, including industry, academia,non-profit organizations, state governments, and federal agencies.Institutionally, NIIMBL reports to the Vice President for Research,Scholarship & Innovation.

Major Responsibilities:

• Demonstrate NIIMBL’s Core Values in daily conduct and ensureall decisions, actions, and teamwork practices align with theorganization’s Business Principles.
• Serve as a primary point of contact for NIIMBL, interactingwith a wide range of audiences including University of Delawarefaculty, staff and students, and external constituents includingfederal agencies and officials, state governments, multinationalcompanies, and academic partners.
• Provide administrative support to assigned strategic Programs,which are targeted, high-value project efforts undertaken by theInstitute.
• Provide expert administrative support to assigned members ofthe NIIMBL Steering Team and institute staff.
• Manage storage and maintenance of platforms to share, preserveand keep confidential documents and materials related to NIIMBL’sstrategic Programs, all of which require a keen attention to detailand high-level knowledge of document storage systems such asMicrosoft Teams.
• Perform data entry tasks in NIIMBL systems to track andmaintain participation and engagement in NIIMBL strategicPrograms.
• Perform routine and non-routine administrative duties asassigned and directed by NIIMBL staff, ensuring confidentiality,and complying with established deadlines and work standards.Ability to work under limited supervision, obtain necessaryinformation from appropriate source(s) to complete assigned tasks,and share information with others as needed.
• Assist with planning and coordinating events and meetings heldat the University of Delaware and at other NIIMBL partnerfacilities across the country, including scheduling the facilities,making travel arrangements, and managing registration for events.Also coordinate equipment and catering needs.
• Attend staff meetings and actively participate by makingrecommendations regarding new administrative policies andprocedures or changes and improvements to existing processes;develop and/or initiate new office forms and procedures.
• Manage university credit card administration and reimbursementrequests for staff in Concur. Verify that credit card expendituresare charged to appropriate budgets. Review charges to ensure theyare allowable in accordance with agency regulations and guidelines.Ensure back up documentation is properly filed and available foraudit or grant close out reporting.
• Provide guidance and direction to NIIMBL staff on policies andprocedures regarding the proper allocation and documentation of allcredit card purchases.
• Make travel arrangements for the NIIMBL Steering Team andinstitute staff. Assist with completing travel reimbursements.
• Perform other job-related duties as assigned.

Qualifications:

• High school diploma or GED, and three to five years ofexperience, or equivalent combination of education andexperience.
• Ability to be flexible, work independently and have highaccountability for a large volume of work.
• Ability to handle multiple assignments concurrently.
• Knowledge of the principles and practices of office managementand general administration.
• Ability to analyze and interpret data and make independentdecisions.
• Excellent organizational and interpersonal skills.
• Exhibit and support a positive attitude and encourage apositive attitude in co-workers.
• Ability to communicate effectively and interact well withpeople in varying types of roles.
• Experience in using computerized systems, and intermediateskills in Microsoft Office applications, including Word,PowerPoint, Excel, Outlook, Teams, One Drive.
• Ability to take initiative, problem solve and maintain a highdegree of confidentiality and discretion.

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 Act of 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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