Administrative Assistant III, Materials Science

University of Delaware

Newark, DE

ID: 7115011
Posted: October 28, 2022
Application Deadline: Open Until Filled

Job Description

Context of the Job:
Under the limited supervision of the Business Administrator, the Administrative Assistant III maintains well organized systems of office practices to support the operations of the Department of Materials Science and Engineering and its administrative needs. Performs a variety of moderate to complex administrative and office duties including the timely processing of correspondence, outreach communication, website updates, and event planning. Duties also include collection, compilation, and organization of information or data; and generation of reports and records. Prepares administrative forms which may contain confidential information. Ensures compliance with internal and external administrative policies and procedures, determines priorities, and resolves administrative issues. Deals independently with faculty, students, and University administrative personnel. This position is the primary contact for the Department of Materials Science and Engineering Office, interacting with various diverse internal and external constituencies. The principal emphasis is on performing a variety of secretarial duties for which independent judgment is required in handling confidential and non-routine matters.



Major Responsibilities:

Serve as the primary point of contact for Concur and purchasing cards.
Serve as the first point of contact for the Department of Materials Science and Engineering. Greet external visitors and direct them to the correct location; accept and sign for deliveries and notify the appropriate parties.
Answer and field calls from faculty, staff, students, parents, and public route calls as appropriate. Respond to non-routine inquiries, using independent judgement to direct requests to the appropriate individual within the University.
Prepare and compose department correspondence including but not limited to email, memoranda, and department announcements.
Review and assess reports from Development & Alumni Relations, prepare donor acknowledgement letters, and track and prepare financial reports on donations made to the department.
Maintain listing of department alumni, disseminate correspondence and invitation to events as appropriate.
Responsible for maintaining department website. Updating current news, events, and department program information. Assist in designing and creating new webpages to enhance the departments outreach.
Develop content to promote and provide updates on the Department via various social media platforms (Facebook, Twitter, Instagram, etc.).
Responsible for maintaining supply inventory and ordering office supplies as necessary.
Point of contact to schedule seminars, faculty meetings, student group meetings and other department events including reserving rooms, itinerary, hotel reservations and travel accommodations as needed.
Point of contact for faculty searches inclusive of schedules and travel accommodations
Lead on department outreach, communication, and assist with recruitment events.
Facilitates, manage, and organize events for department functions including: Welcome Reception, Department Holiday Gathering, Awards Banquet, Arts in Materials Contest, Student Symposium, MRS Career Day and Annual Events.
Supports faculty search committee including candidate travel arrangements and reimbursements. Coordinates appropriate facilities, equipment, personnel schedules, catering, technology, logistical requirements for incoming candidates.
Assist with Promotion and Tenure process as the point of contact for the department and chair
Submit request for payments to individuals, vendor payments and financial record keeping as it relates to the departmental events. Create financial reports to assist the Business Administrator make informed decisions.
Help Business Administrator to manage and approve faculty and graduate student travel reimbursement request and expense reports in Concur. Ensure charges are allowable and in line with Department and University policy.
Serve as textbook coordinator for the Undergraduate program (place all textbook orders for departmental courses as well as order desk copies when requested).
Assigns undergraduate student advisees to faculty at the beginning of each semester in UDSIS.
Assist and serves as a backup to the Academic Program Coordinator inputting course schedules for Department of Materials Science and Engineering classes utilizing UDSIS and COGNOS.
Utilize electronic systems such as UDSIS, COGNOS, PeopleSoft, Concur credit card system, and Microsoft Office Suite.
Perform routine and non-routine clerical duties such as but not limited to: duplication of documents, exams, and research documents as requested by faculty, department chair, and business administrator.
Provide complex administrative support to the Department Chair and Business Administrator while ensuring confidentiality.
Operate standard office equipment and duplication of documents, exams, class materials, and various research documents as requested by faculty and instructors.
Perform miscellaneous job-related duties as assigned.


Qualifications:

High school diploma or GED with three to five years of job-related experience, or equivalent combination of education and experience.
Knowledge of office management, practices and procedures.
Ability to handle multiple assignments concurrently.
Working knowledge of PeopleSoft, UDSIS, COGNOS and Microsoft Office Suite (including the use of Excel Spreadsheets) preferred.
Effective organizational skills and experience setting priorities, producing timely results, and meeting deadlines in a diverse work environment, while maintaining a high level of attention to detail and accuracy.
Ability to analyze and interpret data, make independent decisions, plan, assign, review and evaluate the work of other personnel.
Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
Knowledge of University Policies and Procedures preferred.
Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.