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: 503035
Work Type: Staff
Location: Newark, DE
Categories: Administrative Support, Full Time
Pay Grade: 29E
Context of Job:
Under the limited supervision of the Senior Business Administrator,
the Administrative Specialist using initiative, judgment, and
discretion, assists with managing the administrative, academic, and
fiscal affairs of the Honors College and Undergraduate Education
Programs [University Studies program (UST), the Academic Coaching
and Tutoring Center (ACT), the First Year Experience initiative
(FYE), UD Scholars, the Undergraduate Research Program (UGRP), and
the Office of National Fellowship (ONF)] (UEP). The Administrative
Specialist is proactive, customer-service driven, demonstrates
exceptional attention to detail, and utilizes effective
organizational skills to meet concurrent deadlines.
Responsibilities include managing student awards processes, grant
management and reporting, executing academic course schedules,
budget reporting, correspondence, and providing HR
assistance.
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.
Major Responsibilities
- Assist with all aspects of the daily administrative operations
of Honors and UEP, ensuring compliance with university, state, and
federal policies, laws, and regulations.
Provide guidance/support to Senior Business Administrator on
university policy and administrative matters.
Develops, maintains, and enhances office management systems;
implements new administrative strategies and procedures to optimize
efficiency; develop and/or initiate new office forms and
procedures.
Serve as the back-up/additional HR Liaison for UEP and the
Honors College, especially during peak times and position
vacancies. Responsibilities include posting and managing positions
in TalentLink, processing new hires and all related onboarding
forms and web forms, processing supplemental pay forms, UD
Workforce, and implementing and monitoring unit compliance with
administrative and related policies.
Provide assistance to new hires; assist with individual I9
appointments and appropriate web forms (JEDs) for any hires or
employee changes for the Honors College and UEP.
Recruit, train, and supervise work-study students.
Assist with the registration of all incoming Honors first-year
students into the UDExchange system.
Manage course scheduling for FYE, summer research credits,
academic year senior thesis credits, and other Honors or UEP
courses/programs, currently via CLSS; provide information to
Registrar’s Office and initiates requests for rooms for special
sections and class meetings.
Prepare high-level correspondence on behalf of the Honors
college, and UEP, frequently managing sensitive and confidential
information on behalf of the Dean and Senior Business
Administrator.
Develop and implement streamlined processes for enrichment
awards and faculty add-on payments for the Honors College.
Assist McNair Director with McNair Scholars Program
expenditures and grant management and compliance, including Effort
reporting.
Create, organize, and manage department data using Excel;
generate summaries, tables, and reports to support department
planning and decision making.
Create, design and maintain multiple complex databases and
forms for student employees, faculty, credit-card maintenance,
hiring data, payroll, etc. Generate reports as needed for the
Senior Business Administrator.
Manage all procurement operations, including service contracts,
affiliation agreements, purchase orders, non-PO payments (e.g.
honoraria, awards, participant incentives), and software/technology
requests. Serves as contract Manager in Contracts+.
Serve as department specialist for UDX and Concur systems.
Oversee all aspects of administration for both platforms and
provide support and training for faculty, staff, and students.
Lead Honors and UEP Concur purchasing activities, including
policy compliance, training material development, in-person
training/assistance for faculty, staff, and students, and oversight
of procurement and travel expenses. Exercise independent judgment
to ensure adherence to university policy, collaborating with
Procurement Services as needed.
Work closely with the UEP and Honors Directors and Coordinators
to provide information necessary before award decisions can be
made.
Develop and maintain donor database and prepare donor thank you
letters on a regular basis.
Perform other job-related duties as assigned.
Qualifications
- Bachelor’s Degree with three years of relevant experience or an
equivalent combination of education and experience.
- Knowledge of the principles and practices of office management
and university programs, systems, policies, and procedures.
- Ability to grasp, retain, and disseminate an extensive and
varied body of information.
- Ability to work independently, take initiative, handle multiple
assignments, meet deadlines, and make decisions and judgments
consistent with the position level.
- Effective oral and written communication skills with the
ability to communicate and interact well with people of all ages
and diverse backgrounds.
- Ability to handle sensitive information with discretion and
maintain confidentiality.
- Ability to establish and maintain effective working
relationships.
- Accounting and financial analysis experience preferred.
Operational knowledge of HR and Financial PeopleSoft Systems as
well as familiarity with UDSIS preferred.
- Knowledge of Concur, UDExchange, and other UD systems
preferred.
- Effective time management and organizational skills with a
strong attention to detail.
- Excellent computer skills. Ability to apply basic and advanced
tools in word processing, spreadsheet, and database applications.
Ability to learn new programs and systems quickly. Extensive
experience with Microsoft Office is preferred, especially
Excel.
- Ability to supervise and provide guidance to student
workers.
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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