University Administrative Specialist

Delaware State University; Dover (DE); On-site; USD 42,000 - 52,000; Full time

Job summary

Delaware State University is seeking an organized administrative professional to support the department’s daily operations on campus. The role involves maintaining files, processing invoices, handling promotional materials, and ensuring smooth communication with internal and external stakeholders.

The candidate should have excellent communication and organizational skills, with experience in a professional office setting, preferably in higher education.

Qualifications

• Requires strong oral and written communication, and professional interaction with the public.
• Strong organizational skills and attention to detail.
• Experience in a professional office setting, preferably at a college or university.
• Proficient with Windows-based PC software and common applications like Microsoft Office, FileMaker Pro and Adobe.

Responsibilities

• Provide support to ensure efficient operation of the department.
• Maintain accurate files and records (requisitions, invoices, marketing samples).
• Create basic reports and documents as requested.
• Maintain inventory of collateral pieces and office supplies; reorder as directed.
• Understand billing processes and prepare paperwork after quotes are obtained.
• Maintain banner and signage inventory for department needs.
• Process requests for promotional items, logos and other materials.
• Input data (invoices, purchase orders) into database accurately.
• Reconcile each project in the database, including proofs and costs.
• Organize communications materials and promotional items for events.
• Enter work orders for facilities and campus services.
• Perform routine office functions including answering phones and receptionist duties.

Skills

Oral communication

Written communication

Organizational skills

Customer service

Computer proficiency

Education

Associate's degree or high school + 4 years experience

Tools

Microsoft Office

FileMaker Pro

Adobe

Job description

Delaware State University is seeking an organized administrative professional to support the department’s daily operations on campus. The role involves maintaining files, processing invoices, handling promotional materials, and ensuring smooth communication with internal and external stakeholders.

The candidate should have excellent communication and organizational skills, with experience in a professional office setting, preferably in higher education.