DEADLINE: OPEN UNTIL FILLED

PAY GRADE: 26N

CONTEXT OF THE JOB:

Under limited supervision, the Administrative Assistant II assists with grants management and budget and expenditure compliance. The Administrative Assistant ensures accurate, compliant and efficient procurement transactions and analysis. The principal emphasis is on coordination of records activities that impact major financial information systems. A high level of independent judgement is required to resolve records systems problems and address policy compliance.

MAJOR RESPONSIBILITIES:

• Independently serve as PLSC's Timekeeper, and backup Timekeeper to selected staff, in UD's time and attendance system for all department miscellaneous wage employees, which requires managing the entire payment process bi-weekly for approximately 50 people. (More in summer months due to field work.) Attention to detail and accurate archiving of approved timesheets is crucial. Ensure employees correctly capture and calculate hours worked and supervisor approval is received for bi-weekly payroll deadlines. Responsible for maintaining an accurate list of misc. wage employees and funding sources, and checking timekeeper list for time sheet exceptions. If permanent changes are required such as hourly rate, funding code, end dates etc., the timekeeper is responsible for processing a revised/additional job assignment or JED webforms.
• Assist Business Administrator II with post-award contract and grant administration. Monitoring project budgets; reviewing expenditures on purpose codes ensuring compliance with contracts and grants, verifying to ensure they are allowable, allocable, and reasonable. Process journal vouchers and prepare project closeouts, as necessary.
• Assist the Business Administrator II with providing month end balance reports to faculty. Process monthly statements providing necessary documentation for grants and other sponsored projects.
• Manage Pro Card administration and reimbursements requests for assigned faculty, research staff and students in Works/ Concur. Verify that Pro card expenditures are charged to appropriate budgets and confirm funds are available prior to processing credit card allocations. Allocate charges in Works/ Concur and provide supporting documentation for assigned group of users in a research-intensive environment. Process corrective journal vouchers as needed. Review charges to ensure they are allowable in accordance with sponsor regulations and guidelines. Ensure back up documentation is properly filed and available for audit or grant dose out reporting.
• Order and purchase supplies for labs and offices. Ensure accurate purchases to vendors per buyer requests using appropriate mechanics (Payment to Vendor, Payment to Individual, etc.).
• Serve as an independent reviewer for credit card charges ensuring compliance as needed for contract and grant allocations and general UD policies.
• Handle sensitive issues; exercise independent judgment in critical or urgent situations; determine which issues to bring to the supervisor's attention and communicate them appropriately.
• Verify, resolve and provide supporting documentation for issues that are detailed in the automated closeout report for contract and grants.
• Monitor and track all PLSC capital equipment as well as liaising with University Finance with any changes.
• Serve as the Plant and Soil Sciences archiving liaison to the University Records Management program and prepare files to send for permanent filing.
• Assist as needed with student course registration and serve as course permit approver for PLSC.
• Collaborate with PLSC staff in handling logistics for special events in the department such as retirement and holiday parties, conferences, lectures or workshops.
• Support PLSC employees and students with any administrative needs that they require including sending FedEx packages, travel arrangements, conference room reservations, copying exams, special mailings, ordering supplies, key assignments and managing in- bound and out-going mail.
• Maintain online email address lists for PLSC communications.
• Performs miscellaneous job-related duties as assigned.

QUALIFICATIONS:

• High School diploma or GED and two to three years of experience, or an equivalent combination of education and experience.
• Knowledge of University policies, procedures, and web forms.
• Intermediate to advanced computing skills in Microsoft Word, and Excel.
• Working knowledge of UD Works/ Concur, UD Time and UDataGlance for budget reconciliations.
• Ability to make independent decisions and judgments in keeping with the level of the position and to plan and prioritize a variety of projects that must be completed concurrently and on time.
• Great initiative, highly motivated, organized, and detail oriented.
• Skilled in collecting, compiling, evaluating and analyzing information from a variety of sources.
• Skilled in drawing conclusions and developing solutions to operational or service problems.

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!