Job Description

Job Title: Part-time, Miscellaneous Wage Administrative Assistant

Schedule:30 hrs./wk., in-person/on-campus, 5 days/wk., 6 hrs./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 Business Administrator, the Administrative Assistant provides a high level of confidential administrative support to the Chair and the Business Administrator in oversight of daily operations within the Department of Animal and Food Sciences (ANFS). This position provides a wide range of support and services within and outside the Department, coordinates various events, and manages special projects inclusive of but not limited to financial processing. In this busy work environment, critical thinking, multi-tasking, independent judgment, and confidentiality are required.

Responsibilities: 

In support of the Chair:

• Provide administrative support, including independent calendar management, travel arrangements, screening incoming guests and calls, communicating and scheduling meetings, and interacting with a wide range of individuals internal and external to the college and department, while exercising a high level of judgement and maintaining 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 distribute minutes, and appropriately maintain filing system for archive retention.
• Coordinate annual faculty appraisal and promotion and tenure reviews.
• 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 and events. Generate expense reports in accordance with budget as outline by the Business Administrator.
• On projects assigned by the Business Administrator, manage, execute, and monitor to completion facilities, marketing, and promotion requests.
• According to department, college unit, and university protocols:
  • Parcel & Mail administration: incoming and outgoing
  • Vehicle management
  • Parking pass administration
  • Conference room scheduling and management
  • Monitor department general office supply levels and process replenishment orders through Concur or UDExchange, accordingly
  • Maintain and update the various department email directory groups as personnel onboard and/or separate
  • WORKFORCE administrative processing: onboarding, time management, and separation
  • Reconcile accounts monthly and execute journal vouchers through Web Forms as needed
  • Content management of the Department’s hallway monitors and bulletin boards, as assigned

In support of the Chair, Business Administrator, and Department:

• Provide administrative and financial processing support to the Chair and Business Administrator by processing travel requests and expenses and goods and services expenses through Concur, ensuring appropriate supporting documentation and compliance with university policies and procedures. Reconcile accounts monthly and execute journal vouchers as needed.
• Copying, scanning, record keeping, and file management.
• Perform special projects as assigned by the Chair and Business Administrator.
• Perform other duties as assigned by supervisors.

Other:

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

Qualifications: 

• High school diploma, Associate’s degree preferred, and five years of office administration experience, or equivalent combination of education and experience.
• Experience in general office practices and procedures and software tools. Microsoft Office and  Google docs.
• Working knowledge in Concur, UDExchange, and PeopleSoft is a plus.
• Ability to work as a team player and help provide support during events and/or activities when necessary.
• Effective oral and written communication skills with the ability to communicate and interact well with people of all ages and diverse backgrounds internal and external to the University community.
• Effective organizational and prioritization skills, exceptional attention to detail, and excellent proofreading skills.
• Strong analytical and critical thinking skills and the ability to analyze, interpret, summarize, and effectively present data.
• Ability to grasp, retain, and disseminate an extensive and varied body of information with the ability to exercise sound judgment and employ effective decision-making skills.
• Ability to oversee multiple assignments concurrently while meeting deadlines with the capability of adapting to rapidly changing environments.
• Ability to keep sensitive material and information confidential.
• Knowledge of University policies and procedures preferred.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds. Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

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