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University of Delaware

 Location: Newark, DE 19702 Document ID: AB162-0F1D Posted on: 2017-05-1405/14/2017 Job Type: Regular

Job Schedule:Full-time
2017-06-13
 

Administrative Assistant III

Administrative Assistant III: Department of Hospitality Business Management

Pay Grade:27N

Deadline: 5/14/17

CONTEXT OF THE JOB:

The Administrative Assistant position in the Department of Hospitality Business Management, Lerner College of Business and Economics, supports the academic and human resource functions of the unit. The position consists of assisting the graduate program director (HBM), providing assistance with special projects for the HSBM Department Chair, responsible for vendor payments and financial record keeping as it relates to procurement cards, travel for the department and assisting with department events. In addition, this position will assist with reception duties and other office administrative staff duties assisted or needed by for the HSBM department. This position primarily reports to the Graduate Director on the key responsibilities, and the Business Administrator for travel, vendor management and related reception duties, and ultimately to the chair of HSBM. This position also reports to the HSBM Business Administrator for HSBM office responsibilities that are not related to the graduate program duties.

MAJOR RESPONSIBILITIES:
  • Provides departmental level support of full time and part time graduate program(s) working closely with the graduate program director of HBM.
  • Serves as point of contact and manages application and admission process for MS HBM program by reviewing applications for completion. Assist Graduate Director with graduate student applicants in accordance to admission requirements. Coordinates and responds to inquiries about program requirements, curriculum planning, admissions, policies and procedures and graduation via email, telephone and in person.
  • Monitors/tracks progress toward degree completion and graduation, including grade reports. Provides reports as needed. Audits transcripts and course history. Advises graduate students regarding degree completion, registers students for classes.
  • Constructs and analyzes reports for the program directors to make informed decisions.
  • Assist the HBM Graduate Director and HSBM Chair in assigning graduate students to faculty. Prepares all necessary hiring paperwork, international student paperwork, JEDs, as well as other forms for the graduate students, including Application for Advanced Degree, Curricular Practical Training, etc.
  • Composes communications to applicants, potential applicants, admitted and matriculated graduate students.
  • Assists with the development of marketing and informational brochures for the graduate program.
  • Responsible for maintaining and updating web content, social media for graduate program site.
  • Facilitates and assists with departmental events, such as Graduate Student Reception, Immersion Workshop, Career Fair, Taste of Newark, Advisory Board meetings and other events and meetings.
  • Responsible for vendor payments and financial record keeping as it relates to procurement cards and travel for the department.
  • Submit cash transmittals, request for individual payments, journal vouchers, request for service, etc. for the department.
  • Responsible for travel arrangements for faculty, students and industry visitors to HSBM and prepare reimbursements.
  • Perform routine and non-routine clerical or records-processing duties as determined while ensuring confidentiality.
  • Assist in special projects for the HSBM Department and performs other related tasks as directed.

QUALIFICATIONS:
  • High school diploma or GED and three to five years of relevant experience.
  • Must be proficient in Microsoft Word, Excel, Outlook and PowerPoint and Adobe PDFs.
  • Knowledge of UDSIS (student information system) preferable.
  • Positive customer service attitude is required.
  • Possess the skills to be detail oriented, organized and have the ability to multi-task.
  • Team player and self-starter.
  • Effective oral and written communication skills.
  • Ability to communicate and interact well with people of all ages and diverse backgrounds and to maintain a positive and collaborative work environment.
  • May be required to work evenings and weekends.


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!