PAY GRADE: 27N

DEADLINE: June 1, 2018

CONTEXT OF JOB:

INTERNAL SEARCH ONLY

Information Technologies at the University of Delaware ( www.it.udel.edu ) provides the IT infrastructure, central IT systems and applications, and IT services for University of Delaware teaching, learning, research, administrative, and outreach activities. The IT organization is comprised of these seven units: Academic Technology Services, Client Services and Support, Management Information Services, Network and System Services, IT Strategic Operations, University Media Services, and Web Development.

The IT Strategic Operations (IT-SO) unit has oversight for the business operations (IT governance, strategic planning, project management, service management, contract negotiations, budget, facilities planning and human resources) of the Information Technologies division.

Under limited supervision from the Associate Vice President, IT-Strategic Operations (AVP, IT-SO), the Administrative Assistant III supports the operation and management of the IT Strategic Operations unit and has a range of complex financial, administrative and personnel responsibilities. A high level of independent judgment, initiative, and problem-solving skills are required. This Administrative Assistant III position also provides administrative support for IT-Management Information Services and IT-Web Development.

MAJOR RESPONSIBILITIES:

Administrative Support

• Provides administrative support for the AVP and staff (including several Directors) in the IT-SO unit and for the IT-Management Information Services and IT-Web Development units. Oversees the day-to-day operations of the IT-SO group. Performs broad range of administrative details of highly confidential nature on regular basis, requiring initiative and judgment to make independent decisions. Observes and maintains confidentiality of all privileged information. Prioritizes and resolves administrative problems and personnel issues. Implements and monitors administrative policies and procedures within the unit.
• Maintains complex calendar(s). Coordinates AVP's and Directors' meetings, events and travel arrangements; prepares itineraries and supporting materials. Prepares meeting agendas. Receives and screens incoming calls and correspondence.
• Prepares, edits and distributes a variety of highly confidential, specialized, and recurrent reports and correspondence as necessary.

• Serves as liaison between AVP and various internal and external constituencies. Responds to various staff and client inquiries - and ensures compliance to departmental and UD policies including but not limited to HR, employee benefits, payroll, financial, safety, travel, EHS, Facilities.
• Plans, manages, and coordinates IT events, receptions, workshops, seminars, and retreats.
• Establishes and maintains office files, inventories, and records. Implements and maintains data management system as required.
• Procures office supplies as well as computer hardware and software in accordance with requirements for staff use.

Financial Support

• Assists with financial administration of department. Ensures expenditure control and compliance with funding and reporting requirements, University policy, and standard accounting procedures. Assists with budget, revenue and expense projections and processes BTA.
• Analyzes and maintains departmental budgets to assure proper administration including: billing, monitoring, account reconciliation, and fund reallocation. Acts as liaison with Procurement to expedite and trouble-shoot purchasing, shipping and delivery for department.
• Acts as PROcard administrator for the department. Reconciles on-line credit card transactions and monthly bank statements for all card-holders. Obtains supporting documentation, maintain files according to UD policy. Allocates internal and inter-departmental charges. Addresses issues regarding card maintenance and vendor disputes.
• Facilitates payroll for misc. wage and student employees.

Human Resources Support

• Acts as HR Liaison responsible for departmental HR functions. Works closely with AVP, Directors and IT HR Manager regarding confidential personnel issues.
• Coordinates implementation and compliance with University personnel policies. Advises management and staff regarding personnel policies and procedures.
• Processes all necessary forms and documentation as needed for recruitment and hiring, personnel actions, changes and promotions ensuring accuracy and confidentiality.
• Supports full-time staff recruitments and oversees new hire process for student hourly and miscellaneous wage employees.

General

• Participates in staff development and training sessions and attends meetings as appropriate.
• Establishes and maintains appropriate working relationships with colleagues and clients and follows University and department policies and procedures governing IT efforts. Works within the department's overall strategic plan following project priorities and scope. Meet deadlines and achieves goals.
• Performs other job-related duties as assigned.

QUALIFICATIONS:

• High school diploma or GED, Associate's degree preferred, and three to five years of progressively responsible experience.
• Ability to analyze and interpret data, to make independent decisions and judgments in keeping with the level of the position.
• Strong computer skills. Ability to use advanced techniques in word processing, spreadsheet, database applications.
• Effective oral and written communication skills, organizational skills, and interpersonal and customer service skills.
• Ability to prepare reports with mathematical accuracy to reconcile financial issues.
• Ability to work independently, take initiative, handle and prioritize multiple assignments, be highly organized and meet deadlines.
• Ability to communicate and interact well with people of all ages and diverse backgrounds.
• Ability to represent IT to a wide variety of personnel in an effective and professional manner.
• Experience with and good operational knowledge of the HR and Financial PeopleSoft Systems preferred.
• Knowledge of University policies and procedures preferred.

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!