Misc Wage, Administrative, Animal & Food Science

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Job No: 503615

Work Type: Staff, Part-Time

Location: Newark, DE

Categories: Part Time, Adminstrative Support

Job Title:
Part-time, Miscellaneous Wage Administrative Assistant

Schedule: 30 hrs./wk., in-person/on-campus, 5 days/wk., 6hrs./day

Pay: Commensurate with experience

College: College of Agriculture and Natural Resources

Department: Animal and Food Sciences

Reports To: Department Business Administrator

Location: South Campus, Townsend Hall, Rm 044, 531 So.College Ave., Newark, DE

Context of the Job

Under direct supervision of the department Business Administrator, the Administrative Assistant provides a high levelof confidential administrative support to the Chair and the Business Administrator in oversight of daily operations within the Department of Animal and Food Sciences (ANFS). This position provides a wide range of support and services within and outside the Department, coordinates various events, and manages special projects inclusive of but not limited to financial processing.

Inthis busy work environment, critical thinking, multi-tasking,independent judgment, and confidentiality are required.

• Provide administrative support, including independent calendar management, travel arrangements, screening incoming guests andcalls, communicating and scheduling meetings, and interacting witha wide range of individuals internal and external to the college and department, while exercising a high level of judgement and maintaining strict confidentiality in all matters.
• Coordinate monthly faculty meetings and annual faculty retreat:schedule meetings, solicit meeting agenda items, attend meetings,set up ZOOM link, and conference room IT, record and distribute minutes, and appropriately maintain filing system for archiveretention.
• Coordinate annual faculty appraisal and promotion and tenure reviews.
• Based upon monthly donor reports, prepare monthly “thank you”notes to donors.

• Coordinate routine and non-routine departmental meetings andevents. Generate expense reports in accordance with budget asoutline by the Business Administrator.
• On projects assigned by the Business Administrator, manage,execute, and monitor to completion facilities, marketing, and promotion requests.
• According to department, college unit, and universityprotocols:
  • Parcel & Mail administration: incoming and outgoing
  • Vehicle management
  • Parking pass administration
  • Conference room scheduling and management
  • Monitor department general office supply levels and processreplenishment orders through Concur or UDExchange, accordingly
  • Maintain and update the various department email directorygroups as personnel onboard and/or separate
  • WORKFORCE administrative processing: onboarding, time management, and separation
  • Reconcile accounts monthly and execute journal vouchers through
    
    Web Forms as needed
  • Content management of the Department’s hallway monitors andbulletin boards, as assigned

• Provide administrative and financial processing support to the Chair and Business Administrator by processing travel requests and expenses and goods and services expenses through Concur, ensuring appropriate supporting documentation and compliance with university policies and procedures. Reconcile accounts monthly and executejournal vouchers as needed.
• Copying, scanning, record keeping, and file management.
• Perform special projects as assigned by the Chair and Business Administrator.
• Perform other duties as assigned by supervisors.

• Responsible for complying with university policies, procedures,and best practices regarding protecting data and following UD data governance rules.
• Maintain Team Share and hard copy file systems in accordance with the Department’s standard operating procedures, sponsor guidelines, and College and…