University of Delaware
Equal Employment Opportunity Statement
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
Job No: 503849
Work Type: Staff
Location: Newark, DE
Categories: Administrative Support, Full Time
Pay Grade: 27N Context of Job: Under general
supervision of the Manager, Administrative Services the
Administrative Assistant III performs complex administrative and
financial functions for NIIMBL. The primary focus is providing
comprehensive, advanced administrative support to ensure institute
activities are efficient and effective. This position ensures
compliance with internal and external administrative policies and
procedures as well as prioritizes and resolves administrative
issues. A high level of independent judgment, initiative and
problem-solving skills, and the ability to demonstrate a high
degree of confidentiality and discretion are required.
National Institute for Innovation in Manufacturing
Biopharmaceuticals (NIIMBL) is a member of the Manufacturing USA
network of institutes funded by the federal government to advance
United States competitiveness in advanced manufacturing innovation.
NIIMBL is established by a cooperative agreement with the National
Institute of Standards and Technology (NIST) as a public/private
consortium of member organizations, including industry, academia,
non-profit organizations, state governments, and federal agencies.
Institutionally, NIIMBL reports to the Vice President for Research,
Scholarship & Innovation.
Major Responsibilities:
- Demonstrate NIIMBL’s Core Values in daily conduct and ensure
all decisions, actions, and teamwork practices align with the
organization’s Business Principles.
Serve as a primary point of contact for NIIMBL, interacting
with a wide range of audiences including University of Delaware
faculty, staff and students, and external constituents including
federal agencies and officials, state governments, multinational
companies, and academic partners.
Provide administrative support to assigned strategic Programs,
which are targeted, high-value project efforts undertaken by the
Institute.
Provide expert administrative support to assigned members of
the NIIMBL Steering Team and institute staff.
Manage storage and maintenance of platforms to share, preserve
and keep confidential documents and materials related to NIIMBL’s
strategic Programs, all of which require a keen attention to detail
and high-level knowledge of document storage systems such as
Microsoft Teams.
Perform data entry tasks in NIIMBL systems to track and
maintain participation and engagement in NIIMBL strategic
Programs.
Perform routine and non-routine administrative duties as
assigned and directed by NIIMBL staff, ensuring confidentiality,
and complying with established deadlines and work standards.
Ability to work under limited supervision, obtain necessary
information from appropriate source(s) to complete assigned tasks,
and share information with others as needed.
Assist with planning and coordinating events and meetings held
at the University of Delaware and at other NIIMBL partner
facilities across the country, including scheduling the facilities,
making travel arrangements, and managing registration for events.
Also coordinate equipment and catering needs.
Attend staff meetings and actively participate by making
recommendations regarding new administrative policies and
procedures or changes and improvements to existing processes;
develop and/or initiate new office forms and procedures.
Manage university credit card administration and reimbursement
requests for staff in Concur. Verify that credit card expenditures
are charged to appropriate budgets. 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.
Provide guidance and direction to NIIMBL staff on policies and
procedures regarding the proper allocation and documentation of all
credit card purchases.
Make travel arrangements for the NIIMBL Steering Team and
institute staff. Assist with completing travel reimbursements.
Perform other job-related duties as assigned.
Qualifications:
- High school diploma or GED, and three to five years of
experience, or equivalent combination of education and
experience.
- Ability to be flexible, work independently and have high
accountability for a large volume of work.
- Ability to handle multiple assignments concurrently.
- Knowledge of the principles and practices of office management
and general administration.
- Ability to analyze and interpret data and make independent
decisions.
- Excellent organizational and interpersonal skills.
- Exhibit and support a positive attitude and encourage a
positive attitude in co-workers.
- Ability to communicate effectively and interact well with
people in varying types of roles.
- Experience in using computerized systems, and intermediate
skills in Microsoft Office applications, including Word,
PowerPoint, Excel, Outlook, Teams, One Drive.
- Ability to take initiative, problem solve and maintain a high
degree of confidentiality and discretion.
Notice of Non-Discrimination and Equal Opportunity
The University of Delaware does not discriminate against any person
on the basis of race, color, national origin, sex, gender identity
or expression, sexual orientation, genetic information, marital
status, disability, religion, age, veteran status or any other
characteristic protected by applicable law in its employment,
educational programs and activities, admissions policies, and
scholarship and loan programs as required by Title IX of the
Educational Amendments of 1972, the Americans with Disabilities Act
of 1990, Section 504 of the Rehabilitation Act of 1973, Title VI
and VII of the Civil Rights Act of 1964, and other applicable
statutes and University policies. The University of Delaware also
prohibits unlawful harassment including sexual harassment and
sexual violence.
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