Administrative Assistant II at University of Delaware

Posted in Other 13 days ago.

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Location: Newark, Delaware

Job Description:

University of Delaware

Job Title Administrative Assistant II
Job ID 105329
Location Newark, DE


DEADLINE: March 20, 2018


Under general supervision of the Business Administrator II, the Administrative Assistant II will oversee expenditures placed on contracts and grants and provide clerical support for PLSC faculty and staff. Assist in a wide range of support and services within and outside the department. Provide administrative support and handle special projects for the Business Administrator and Faculty. Function as a support person for office staff specifically with the UD Time system. Ensure accurate, compliant and efficient procurement transactions in Works. Ensure compliance with both internal and external administrative policies and procedures. Independently assist in the execution of administrative and programmatic responsibilities.

  • Assist with grants management including in-depth analysis of grant financial information and evaluate expenditures; suggest reallocation of funds among specific cost categories for budget; and grant proposal preparation.
  • Prepare and review UDataGlance statements and reports for budget reconciling and for departmental/faculty reference.
  • Verify, resolve and provide supporting documentation for issues that are detailed in the automated closeout report for contract and grants.
  • Handle sensitive issues; exercise independent judgment in critical or urgent situations; determine which issues to bring to the supervisor's attention and communicate them appropriately.
  • Manage personnel-related processes; establish and organize grant files and other office filing systems including confidential personnel documents such as faculty evaluations and dossiers.
  • Coordinate scheduling for appointments, meetings, conferences, lectures, etc.; make travel arrangements; confirm appointments and/or reservations as required.
  • Type, file, and prepare UD forms which contain confidential information; generate journal vouchers, reimbursements, purchase requisitions and process invoices for university and non-university clients.
  • Review and provide secondary approval of bi-weekly payroll for departmental miscellaneous wage employees.
  • Manage Pro Card administration and reimbursements requests for assigned faculty, research staff and students in Works. Verify that Pro Card expenditures are charged to appropriate budgets and confirm funds are available prior to processing credit card allocations. Review charges to ensure they are allowable in accordance with agency regulations and guidelines. Ensure back up documentation is properly filed and available for audit or grant close out reporting.
  • Order and purchase supplies for labs and offices. Allocate charges in Works and provide supporting documentation for assigned group of users in a research-intensive environment. Ensure accurate purchases to vendors per buyer requests using appropriate mechanics (Payment to Vendor, Payment to Individual, etc.).
  • Prepare reimbursement forms, and serve as an independent reviewer, according to UD policy and federal regulations.
  • Act as a liaison with internal and external contacts to confer on established policies and procedures; resolve difficulties that arise.
  • Support PLSC employees and students with any administrative needs that they require including sending FedEx packages, travel arrangements, conference room reservations, copying exams, special mailings, ordering supplies, key assignments and managing in-bound and out-going mail.
  • Perform miscellaneous job related duties as assigned.

  • High School diploma or GED and two to three years of experience.
  • Knowledge of University policies, procedures, and web forms.
  • Computing skills with experience working with Microsoft Word, and Excel.
  • Ability to make independent decisions and judgments in keeping with the level of the position.
  • Ability to plan and prioritize a variety of projects that must be completed concurrently and on time.
  • Great initiative, highly motivated, organized, and detail oriented.
  • Skilled in collecting, compiling, evaluating and analyzing information from a variety of sources.
  • Skilled in drawing conclusions and developing solutions to operational or service problems.

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


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