PAY GRADE: 27N

CONTEXT OF THE JOB:

Under general supervision of the Business Administrator, the Administrative Assistant III provides a range of administrative support to the Department of Physical Therapy and Anatomical Donor Program.

MAJOR RESPONSIBILITIES:

Administrative

• Provide administrative support to departmental faculty and professional staff; provide back-up support to other office administration staff as needed.
• Manage all documentation, donor questions and billing for the Anatomical Donor Program.
• Maintain and update all information for funeral homes, State of Delaware Hospice and State of Delaware Social Workers for nursing Facilities, Christiana Care and Hospice Facilities.
• Process all legal paperwork required for new donors joining the program (Declaration of Disposition form, notarizations, cremation permits, etc.)
• Create and mail all anatomical gift thank you letters and donor cards.
• Manage all supplies and donor transport for the Anatomy Lab.
• Manage arrangements for Annual Service of Gratitude Ceremony.
• Manage Department asset inventory by affixing inventory tags to capital equipment and tracking maintenance contracts and warranty schedule for renewals.
• Lead the annual UD equipment and space surveys through up-to-date tracking of employee space usage.
• Perform other related duties and/or assist with special projects as assigned.

Procurement Responsibilities

• Serve as Department UDX shopper and requester for departmental and class lab supplies, equipment, maintenance and contracts; manage inventory and vendor competitive bids to meet supply demands and competitive pricing, etc.
• Complete honoraria payment, award payment and reimbursement requests.
• Complete all research participant forms, cash transmittals, POs, payments to vendors and software license renewals, etc.
• Allocate Concur credit card expenses for the Department and travel requests for faculty and students. This includes oversight of all aspects of the credit card administration such as completing credit card request forms for new employees, cancelling cards, and ensuring proper documentation of expenses and receipts.
• Assist faculty with Concur to ensure reports are on-time and in compliance.
• Verify allowable transactions for grant.
• Save documentation to electronic shared drives in compliance with Department and UD requirements and policies.
• Maintain documentation for internal/external audits.
• Provide Concur training to new faculty, staff and students.

QUALIFICATIONS:

• High school diploma or GED with three years of increasingly responsible administrative experience, or equivalent combination of education and experience.
• Experience with data collection including collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
• Knowledge of creating reports including combining and presenting data from multiple sources in an organized format.
• Demonstrated ability to handle information and documentation that are of a confidential and highly sensitive nature. Commitment to ensuring confidentiality and privacy are recognized and preserved.
• Proficiency and experience with Microsoft Office applications including Outlook, MS Word, MS Excel, MS PowerPoint or comparable software programs.
• Experience working in higher education strongly preferred.
• Effective organizational skills and attention to detail, with ability to operate independently and to use sound judgment, initiative and discretion in all interactions with constituents.
• Excellent interpersonal, written and oral communication skills.
• Ability to prioritize work requirements and handle multiple assignments concurrently.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.