Misc Wage, Administrative, Animal & Food Science

University of Delaware; Newark (DE); On-site; USD 25,000 - 30,000; Part time

Job summary

The University of Delaware seeks a Part-time, Miscellaneous Wage Administrative Assistant in the College of Agriculture and Natural Resources. The role provides high-level confidential support to the Chair and Business Administrator, coordinating daily operations within the Department of Animal and Food Sciences.

This on-campus position involves calendar management, travel arrangements, and event coordination.

Responsibilities

• Provide administrative support including independent calendar management, travel arrangements, screening calls and coordinating meetings with a high level of confidentiality.
• Coordinate monthly faculty meetings, arrange Zoom links, conference room IT and distribute minutes.
• Prepare routine and special reports, maintain filing systems, and manage divisional communications.
• Support the Chair, Business Administrator and department with travel requests, expenses, and journal vouchers as needed.
• Ensure compliance with university policies and protect sensitive data.

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: 503615

Work Type: Staff, Part-Time

Location: Newark, DE

Categories: Part Time, Adminstrative Support

Job Title: Part-time, Miscellaneous Wage AdministrativeAssistant

Schedule: 30 hrs./wk., in-person/on-campus, 5 days/wk., 6hrs./day

Pay: Commensurate with experience

College: College of Agriculture and Natural Resources

Department: Animal and Food Sciences

Reports To: Department Business Administrator

Location: South Campus, Townsend Hall, Rm 044, 531 So.College Ave., Newark, DE

Context of the Job

Under direct supervision of the department BusinessAdministrator, the Administrative Assistant provides a high levelof confidential administrative support to the Chair and theBusiness Administrator in oversight of daily operations within theDepartment of Animal and Food Sciences (ANFS). This positionprovides a wide range of support and services within and outsidethe Department, coordinates various events, and manages specialprojects inclusive of but not limited to financial processing. Inthis busy work environment, critical thinking, multi-tasking,independent judgment, and confidentiality are required.

Responsibilities

In support of the Chair:

• Provide administrative support, including independent calendarmanagement, travel arrangements, screening incoming guests andcalls, communicating and scheduling meetings, and interacting witha wide range of individuals internal and external to the collegeand department, while exercising a high level of judgement andmaintaining 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 distributeminutes, and appropriately maintain filing system for archiveretention.
• Coordinate annual faculty appraisal and promotion and tenurereviews.
• Based upon monthly donor reports, prepare monthly “thank you”notes to donors.

In support of the Business Administrator:

• Coordinate routine and non-routine departmental meetings andevents. Generate expense reports in accordance with budget asoutline by the Business Administrator.
• On projects assigned by the Business Administrator, manage,execute, and monitor to completion facilities, marketing, andpromotion requests.
• According to department, college unit, and universityprotocols:
  • Parcel & Mail administration: incoming and outgoing
  • Vehicle management
  • Parking pass administration
  • Conference room scheduling and management
  • Monitor department general office supply levels and processreplenishment orders through Concur or UDExchange, accordingly
  • Maintain and update the various department email directorygroups as personnel onboard and/or separate
  • WORKFORCE administrative processing: onboarding, timemanagement, and separation
  • Reconcile accounts monthly and execute journal vouchers throughWeb Forms as needed
  • Content management of the Department’s hallway monitors andbulletin boards, as assigned

In support of the Chair, Business Administrator, andDepartment:

• Provide administrative and financial processing support to theChair and Business Administrator by processing travel requests andexpenses and goods and services expenses through Concur, ensuringappropriate supporting documentation and compliance with universitypolicies and procedures. Reconcile accounts monthly and executejournal vouchers as needed.
• Copying, scanning, record keeping, and file management.
• Perform special projects as assigned by the Chair and BusinessAdministrator.
• Perform other duties as assigned by supervisors.

Other

• Responsible for complying with university policies, procedures,and best practices regarding protecting data and following UD datagovernance rules.
• Maintain Team Share and hard copy file systems in accordancewith the Department’s standard operating procedures, sponsorguidelines, and College and University protocols.
• Participate in the annual update of the department’s standardoperating procedures.
• Complete other duties as assigned.

Qualifications

• High school diploma, Associate’s degree preferred, and fiveyears of office administration experience, or equivalentcombination of education and experience.
• Experience in general office practices and procedures andsoftware tools. Microsoft Office and Google docs.
• Working knowledge in Concur, UDExchange, and PeopleSoft is aplus.
• Ability to work as a team player and help provide supportduring events and/or activities when necessary.
• Effective oral and written communication skills with theability to communicate and interact well with people of all agesand diverse backgrounds internal and external to the Universitycommunity.
• Effective organizational and prioritization skills, exceptionalattention to detail, and excellent proofreading skills.
• Strong analytical and critical thinking skills and the abilityto analyze, interpret, summarize, and effectively presentdata.
• Ability to grasp, retain, and disseminate an extensive andvaried body of information with the ability to exercise soundjudgment and employ effective decision-making skills.
• Ability to oversee multiple assignments concurrently whilemeeting deadlines with the capability of adapting to rapidlychanging environments.
• Ability to keep sensitive material and informationconfidential.
• Knowledge of University policies and procedures preferred.
• Demonstrates an understanding and consideration of thediffering needs and concerns of individuals with varyingidentities, cultures, and backgrounds. Committed to fostering aworkplace culture of belonging, where diversity is celebrated, andequity is a core value.

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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