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Administrative Assistant II, Facilties

University of Delaware • Newark, DE • 1h ago

Job no: 502580

College / VP Area:Facilities/Real Estate/Aux Svc

Work @type: Staff

Location: Newark, DE

Categories: Administrative Support, Full Time

Curious about the full value of working at UD? In addition to salary, ourTotal Rewards benefits (https://www.udel.edu/faculty-staff/human-resources/total-rewards/) andCompensation Estimator (https://www1.udel.edu/payroll/forms/TotalCompEstimator2.html) give you a clear view of the complete package.

PAY GRADE: 26N

CONTEXT OF THE JOB:

Under general supervision of the Associate Director of Custodial Service, performs complex secretarial and records duties including the compilation of data and general routine reports. May provide training and/or guidance to other personnel. Provides administrative support for the following units: Custodial, Movers and Mail Services. The principal emphasis is on performing a variety of secretarial and records duties for which independent judgment is required in handling confidential and non-routine matters.

MAJOR RESPONSIBILITIES:

· Maintains data/billing on excessive housekeeping using work order system.

· Compiles information for weekly and monthly reports by area and distributes to Custodial, Movers and Mail Services Managers and Directors.

· Enters billing information into student accounts each semester.

· Handles complaints and special needs as they arise in reference to Damage Billing.

· Provides reimbursements to students for money lost in laundry machines in all residence hall.

· Schedules various meetings for Custodial, Movers and Mails Services and prepares minutes.

· Prepare public documents such as annual reports and newsletters: maintains and updates unit/department web pages according to university standards.

· Maintains Associate Director's and Custodial Managers calendars and maintains appointment schedule. Makes travel arrangements.

· Receives and screens callers, visitors and mail; independently responds to non-routine inquires.

· Compose documents, including non-routine responses to students, parents and the university community.

· Handles logistics for special events such as conferences, lectures, training and workshops.

· Codes, classifies, files and/or direct filing of material in a relatively complex system.

· Calculates, tracks and maintains overtime for hourly staff.

· Maintains and process unit's payroll and personnel records.

· Maintain and organize records including contracts, licenses, correspondence and other confidential materials.

· Compose Employee Discipline documents and maintains records.

· Takes responsibility for the repair, maintenance and inventory of unit equipment.

· Maintains budget records. Reconciles monthly accounting statements. Assist with billing budget preparation and analysis.

· Compiles and maintains department data. Prepares reports for Custodial, Movers and Mail Services Departments.

· Produces and distributes documents as appropriate.

· Provides training and/or guidance to office clerical and secretarial staff.

· Maintains attendance records and resolves related leave problems.

· Tracks departmental accident investigations for Facilities.

· Prepares standard forms.

· Performs other related duties as assigned.

QUALIFICATIONS:

· Minimum of a high school diploma or GED with three years of increasingly responsible secretarial experience.

· Knowledge of office practices and procedures. Proofreading and editing skills.

· Hands on experience with electronic information systems.

· Ability to use advanced techniques in spreadsheets, data bases and presentation software.

· Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.

· Ability to prepare various postings and invitations using Microsoft Office Publisher.

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.

Applications close: Dec 31 2025 Eastern Standard Time

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