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University of Delaware

Location: NewarkDE 19702 Document ID: AD025-0E8A Posted on: 2019-01-2401/24/2019 Job Type: Regular

Job Schedule:Full-time
2019-02-23
 

Administrative Assistant II

DEADLINE: JANUARY 24, 2019

PAY GRADE: 26N (40 hours per week)

CONTEXT OF THE JOB:

The Administrative Assistant II position is a shared position between the Dean's Office and the School of Education.

Under the general supervision of the Administrative Specialist of the Dean's Office and the Business Administrator of the School of Education, the Administrative Assistant II provides clerical support for the staff of both units and ensures the implementation of, and compliance with, internal and external administrative policies and procedures.

MAJOR RESPONSIBILITIES:

Dean's Office:
  • With support from the Administrative Specialist, manages workflow to ensure smooth operation of the Dean's office, including coverage for the reception area. Maintains the office organization and appearance.
  • Receives and screens callers, visitors, and mail.
  • Answers inquiries within authorized limits; refers non-routine questions to appropriate person(s).
  • Analyzes procurement needs of the Dean's Office and secures goods and services; both inside the University and with outside vendors. Exercises independent judgement as to cost effectiveness. Follows up to ensure the goods/services meets the desired goal. Serves as proxy for the Dean.
  • Follows policies related to the specific processes within the Dean's office; i.e. use and scheduling of Conference Rooms and overseeing equipment operation and maintenance.
  • Provides staff support for search committees under the Dean's Office.

School of Education
  • Provides clerical support to the Associate Directors and the graduate program coordinators as well as providing occasional support to faculty at exam time.
  • Supports internal communications for the department, including the management of the SOE Google Drive, faculty meeting minutes, the departmental calendar and faculty and student email distribution lists.
  • Maintains and updates the school's digital and hard-copy files, including all student, faculty, committee, and program information.
  • Supports the school's program-specific event planning by making reservations, hotel accommodations, and travel arrangements for guests.
  • Liaison to the CEHD graduate office, resolving issues with processing and ensuring that all University, college and school policies and procedures for graduate students are met and fully documented.
  • Support for faculty chairs of committees, including taking minutes at meetings.
  • Perform miscellaneous job-related duties as assigned.


QUALIFICATIONS:
  • High School Diploma or GED, with two years of related experience.
  • Knowledge of office practices and procedures.
  • Ability to work independently, make independent decisions and judgments in keeping with the level of this position.
  • Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
  • Ability to handle sensitive and confidential information with discretion.


Equal Employment Opportunity

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html

To apply please click here!