Administrative Assistant III, Bus Analytics, Operations & IT

GRADE: 27N

This is a temporary one-year position; continuation is contingent on available funding.

CONTEXT OF THE JOB:

The University of Delaware’s business school, the Alfred Lerner College of Business and Economics, is a hub for innovation, business and economics research and career success. With hands-on experiences and a technology-driven curriculum, Lerner equips students to navigate the evolving business world and drive change worldwide. The Department of Business Analytics, Operations, and Information Technology (BAOT) brings together expertise in artificial intelligence, data analytics, operations management, management information systems, and business technology. Lerner’s Department of Accounting offers AACSB-accredited graduate and undergraduate programs in accounting. 

Serving under the general supervision of the two Chairpersons, the Administrative Assistant III supports the day-to-day administration and operations of both the Department of BAOT and the Department of Accounting. The principal emphasis is on undergraduate program support. Performs a variety of basic to complex administrative duties including the timely processing of correspondence and Webforms; the collection, compilation, and organization of information or data; student course registration, and generation of reports and records. Prepare administrative forms which may contain confidential information. Ensures compliance with internal and external administrative policies and procedures, determines priorities, 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:

• Provide administrative support to the Department Chairpersons, faculty, and staff in both departments. Perform routine and non-routine administrative tasks as assigned, complying with established deadlines and work standards and University policies.
• Provide front-office support for both departments, including greeting and assisting visitors, current students, and faculty; receiving and directing incoming calls, answering inquiries about the department, college and University; and serving as the first level triage for issues related to the two departments.
• Request, collect and file course syllabi for each course taught and file electronically in the shared drive and save paper copy in the syllabus drawer at the beginning of each semester.
• Submit requests to facilities for requests for service, fix-it requests, movers, and media services and handles basic maintenance of the department copier and all the department printers.
• Oversee the completion of departmental copy requests and submit special requests to University Printing as appropriate.
• Facilitate and assist with departmental events such as Honors Day, Convocation, Commencement and others. Ensure that events are managed in accordance with departmental goals and objectives.
• May assist with travel arrangements for faculty, staff, and students.
• Maintain and organize office supply inventory; purchase supplies as needed.
• Distribute mail in faculty and staff mailboxes as needed. Coordinate the pick-up and delivery of mail between the department and the Dean’s Office each day. Reassign faculty mailboxes as needed.
• Operate standard office equipment, keep in working order, and troubleshoot any issues.
• Coordinate the preparation of undergraduate and graduate class schedules  for the faculty through CLSS.
• Handle the forms and processes related to registration such as change of major/minor forms, transfer credit forms and course evaluations. Assist with student course registration and enrollment issues; report processing of major/minor data and student advisor assignment in UDSIS. May also assist with course wait list process.
• Assist the Department’s Academic Advisor with student registration issues  and  administrative assistance as needed. Work with the Registrar’s office to identify and correct registration issues.
• Provide student information to the Honors Committee Chairperson for the selection of awards for Honors Day. Prepare mailings for Honors Day and process certificates and Award payments.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

• High School diploma/GED and three years of experience, or an equivalent combination of education and experience.
• Familiarity with University programs is strongly preferred, i.e. PeopleSoft, Cognos reporting and queries, UDSIS and CLSS.
• Knowledge of office practices and procedures.
• Proficiency with Microsoft Office, including the ability to create and maintain databases and spreadsheets as well as use intermediate word processing techniques.
• Effective communication, organizational, and interpersonal skills.
• Ability to handle multiple assignments concurrently.
• Ability to show initiative and to demonstrate a high degree of confidentiality and discretion and problem-solving.
• Ability to exercise initiative; propose new efficiencies and processes; and demonstrates a dedication to learning new skills.