Undergraduate Research Program
Level 26N
Deadline: July 5, 2017
Reporting directly to the Faculty Director of the Undergraduate Research Program, the Administrative Assistant II performs standard office functions in support of the academic year and summer research programs. The Administrative Assistant II serves as a point of contact for matters pertaining to the Summer Scholars and Summer Fellows programs, event planning including the Celebration of Undergraduate Engaged Scholarship, the Undergraduate Research and Service Scholar Celebratory Symposium, the Senior Thesis, and issues pertaining to the selection and funding of student researchers. The Administrative Assistant II also serves as a liaison to the faculty mentor team and oversees special projects as assigned. The Administrative Assistant II must be creative and enjoy working within a professional setting that is mission-driven, research-driven and faculty mentor oriented. The individual will exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant II will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
MAJOR RESPONSIBILITIES:
- Maintains and updates information on the Undergraduate Research website and other social media venues.
- Receives and screens incoming correspondences, forms, applications, contracts, reports, etc.
- Reviews data reports and resolves discrepancies as appropriate; compiles and evaluates data for special studies, prepares and maintains reports; assists in the preparation of complex reports and proposals.
- Inputs and maintains information on a database; exports data and provides statistics reports; compiles information from standard sources and prepares data reports on a spreadsheet or query database (e.g. number of monthly student contacts, semester completion of academic requirements).
- Maintains and designs office filing systems; organizes and maintain files (including confidential files); maintains, updates, and reviews reference materials and manuals.
- Maintains inventory of supplies and office equipment; order supplies when necessary; completes, processes and maintains paperwork for purchasing (e.g. orders, requisitions, and invoices); prepares expense account activity.
- Oversees the planning and coordination of annual campus-wide symposiums and research events; coordinates and plans retreats and strategic meetings as needed
- Responds to students inquiries about interest in and/or working on research projects and Senior Theses
- Supports the selection and funding process for research programs.
- Assists with coordinating, highlighting, and summarizing program success stories for internal and external distribution
- Resolves routine questions and problems, and refers more complex issues to the faculty director; serves as liaison to other departments and units on campus.
- Performs miscellaneous job related duties as necessary.
QUALIFICATIONS:
- Minimum of high school diploma or GED, Associate's degree preferred, and two to three years of experience.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; effective oral/written communication skills and the ability to communicate and interact well with people of all ages and diverse backgrounds.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including faculty, staff, students, and University community.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and adaptable to various competing demands; ability to handle multiple assignments concurrently and prioritize workflow as necessary to meet necessary deadlines.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
- Experience and interest in internal and external communications and partnership development.
- Knowledge of principles and practices of office management and university policies and procedures.
- Proficient and ability to use advance techniques in Microsoft Office (Outlook, Word, Excel and Power Point), Adobe Acrobat, and Social Media web platforms to analyze and interpret data, and to make independent decisions.
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
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