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University of Delaware

Location: NewarkDE 19702 Document ID: AA394-2AB0 Posted on: 2017-02-0602/06/2017 Job Type: Regular

Job Schedule:Full-time
2017-03-08
 

Administrative Assistant IV, Office of the President

Pay Grade: 28N

CONTEXT OF THE JOB:

Under general supervision of the Vice President, provides a full range of administrative and management support for the Office of the President. Provides budgetary support and other project-related support to ensure that the strategic and operational initiatives of the Office of the President are implemented in an effective, timely and efficient manner, exercising initiative and judgment on a regular basis. Works independently and provides recommendations to enhance the organizational effectiveness of the Office of the President. As the first point of contact, offers a high level of service to internal and external constituencies, i.e. high profile alumni, faculty, senior university administrators, trustees, students, faculty, etc. Responsible for facilitating appropriate and timely information between the President, Vice President, Assistant to the President, Assistant to the Vice President, and other internal and external constituents. Manage unit budget and process unit financial transactions.

MAJOR RESPONSIBILITIES:
  • Provide administrative support and office management to the Office of the President.
  • Provide a full range of administrative details of highly confidential nature on regular basis, requiring initiative and judgment to make independent decisions. Handles confidential materials and information from senior administration, faculty, staff and students.
  • Prepare correspondence and responses dealing with matters requiring considerable judgment and discretion. Open and review all mail to the President and VP. Maintain mail log and distribute all incoming mail in the Office of the President, triaging as necessary.
  • Perform a broad range of administrative functions of a confidential nature on a regular basis and handle confidential materials and information from senior administration, faculty, staff and students requiring initiative and judgment to make independent decisions.
  • Process financial transactions, manage and reconcile procurement card transactions, monitor expenditures, perform analyses and recommend approvals using established guidelines.
  • Reconcile monthly statements of Office accounts for the President and Vice President, includes proper allocation of charges to departmental accounts.
  • Screen telephone calls and visitors, ascertaining who can be redirected to appropriate administrator, staff, office or unit.
  • Provide information to callers, including board members and key external constituents which require comprehensive knowledge of policies, practice and operations.
  • Provide assistance to and liaison with internal and external constituents in the resolution of day-to-day issues; identify and resolve problems with appropriate actions.
  • With minimal supervision, complete special projects as assigned by the President and/or VP.
  • Coordinate complex travel arrangements when requested. Prepare itineraries and supporting materials.
  • Work collaboratively with other senior administrators on a variety of issues, and coordinate meetings, agendas and itineraries as needed.
  • Draft, proofread, prepare and distribute correspondence, reports and related material as requested.
  • Establish and maintain the office files, supply inventory and records. Implement and maintain data management system including confidential documents. Prepare administrative forms which may contain confidential information.
  • Manage the logistics and arrangements for meetings, receptions and other events. Assist with planning and coordinating meetings, receptions and special events.
  • Perform routine and non-routine clerical, secretarial or records-processing duties ensuring confidentiality.
  • In absence of the Assistant to the President and/or Assistant to the Vice President, manage and maintain the calendars of the President and the Vice President.
  • Perform other related duties as assigned.

QUALIFICATIONS:
  • High School Diploma or GED, Associates Degree preferred. Five years of progressively responsible administrative experience required.
  • Requires extensive knowledge of the principles and practices of office management; knowledge of unit programs, policies, and procedures preferred.
  • Ability to analyze budget expenditures for compliance with approved budget.
  • Familiarity with University financial policy and procedures such as UDataGlance and PeopleSoft.
  • Requires the ability to make independent decisions and judgment in keeping with the level of the position.
  • Proficiency in Microsoft Office (Access, Excel, PowerPoint , Word, Outlook), electronic communication, and internet research and ability to use advanced techniques in spreadsheets and reports.
  • Requires the ability to communicate and interact well with people of all ages and diverse backgrounds.


How To Apply

When applying please submit a one-page cover letter and your resume as one document. Also, please remember to provide names, addresses and telephone number of at least three references in the online application.

Equal Employment Opportunity

Employment offers will be conditioned upon successful completion of a criminal background check. A conviction will not necessarily exclude you from employment.

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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