Administrative Assistant III, Entomology and Wildlife Ecology

Job no: 502121

College / VP Area:College of Ag & Natural Res

Work @type: Staff

Location: Newark, DE

Categories: Administrative Support, Full Time

Salary Structure (https://www.udel.edu/faculty-staff/human-resources/total-rewards/compensation/salary-structure/)

PAY GRADE: 27N

CONTEXT OF THE JOB:

Under limited supervision of the Business Administrator II, the Administrative Assistant III provides high-level administrative and financial support to the Department of Entomology and Wildlife Ecology. This position plays a critical role in managing the department's part-time hiring and timekeeping functions, supporting post-award administration of grants and contracts, overseeing financial transactions and procurement activities, and ensuring compliance with University policies and procedures. The Administrative Assistant III serves as the departmental delegate in systems such as Concur and UDExchange, provides guidance and training to faculty, staff, and students, and coordinates essential operational functions. The position requires a high degree of independence, attention to detail, and the ability to interpret and apply University policies in a fast-paced and evolving environment.

MAJOR RESPONSIBILITIES:

Independently manage the ENWE Timekeeper function in UD's time and attendance system for all department part time employees, overseeing the bi-weekly payment process for approximately 40+ people (with increases during peak seasons such as summer fieldwork) including but not limited to: obtaining supervisor approval, archiving, etc. Proactively resolve timekeeping issues, identify discrepancies, and ensure compliance with payroll deadlines.

Serve as the primary point of contact for part time employees and supervisors regarding timekeeping procedures, policy adherence, and system troubleshooting. Maintain a detailed and up-to-date record of employees, funding sources, and timekeeper exception reports. Implement permanent changes, including but not limited to hourly rates, funding codes, and position end dates.

Independently manage the hiring process for part-time employees through UD Talent Link to include position number creation to job posting, applicant selection, job offer processing, onboarding, and start-date coordination. Ensure compliance with university hiring policies and procedures while working closely with faculty and staff to facilitate efficient hiring workflows.

Process and oversee job assignment modifications, including revised/additional assignments and JED Webforms. Ensure accurate tracking and documentation of employment records while maintaining strict adherence to HR policies.

Provide post-award contract and grant administration support, independently monitoring project budgets, reviewing expenditures for allowability and accuracy, processing journal vouchers, and preparing grant closeout reports as needed.

Analyze financial reports, assisting the Business Administrator with reviewing month-end transaction reports, identifying budget discrepancies, and advising on corrective actions.

Oversee financial and procurement processes, by serving as delegate in Concur to all department credit card holders to manage departmental credit card transactions. This includes but is not limited to allocation of transactions and reimbursements, reviewing allowability of transactions in compliance with federal policies and procedures and maintaining itemized receipts and supporting documentation for all transactions. Manages all departmental travel requests, expenses, and reimbursements ensuring compliance with policies and procedures

Serve as departmental requestor in UDExchange to review shopping carts for compliance with University procurement policies and funding requirements prior to submitting requisitions for approval.

Provide training to new employees/students on the policies and procedures of purchasing cards, travel policies, and UDExchange procedures.

Attend training sessions provided by procurement and provides updates to department as needed.

Responsible for other operational needs within the department, such as department mail, filing needs, conference room management, facilities requests, etc.

Responsible for complying with university policies, procedures, and best practices regarding protecting data and following UD data governance rules.

Perform other job-related duties as assigned.

QUALIFICATIONS:

High school diploma or GED, Associate's degree preferred, and three years of experience, or equivalent combination of education and experience.

Ability to represent the department in a professional manner.

Ability to analyze and interpret data, make independent decisions.

Experience with University systems such as Concur, UD Exchange, COGNOS, and UD Student Information System (UDSIS), and CourseLeaf Section Scheduler (CLSS) preferred.

Proficient with word processing, spreadsheets, scheduling, database and presentation software.

Effective interpersonal, communication, and customer service skills.

Ability to effectively interpret and communicate departmental policies, practices, programs and procedures.

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 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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Administrative Assistant III, Entomology and Wildlife Ecology