Senior Administrative Specialist, Programs & Events

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

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.