Administrative Assistant
Delaware State University
- Dover, DE
- Permanent
- Full-time
These essential functions encompass a range of responsibilities crucial for supporting the efficient functioning of the ECIC unit and ensuring compliance with organizational standards and procedures. Adjustments can be made based on specific organizational requirements and preferences:
- Manage various calendars and coordinate meetings using Outlook.
- Schedule meeting rooms, set up conference calls, and secure necessary equipment for smooth meeting facilitation.
- Provide administrative support during meetings, including preparing agendas, taking minutes, and distributing action items.
- Ensure accuracy and consistency of all documents produced by the ECIC.
- Review and proofread documents to maintain quality standards.
- Familiarize and adhere to the ECIC's operations structure to ensure adherence to policies, procedures, and directives.
- Conduct regular audits to verify compliance and identify areas for improvement.
- Develop logistical and tracking mechanisms to ensure effectiveness, including creating spreadsheets for use by the ECIC team.
- Design systems to streamline processes and improve efficiency in tracking tasks and projects.
- Develop, initiate, and maintain efficient office procedures and policies in collaboration with the operations coordinator.
- Participate in budget preparation and assist with budget controls as directed.
- Support the management of ECIC unit budget accounts, including tracking expenditures, and ensuring compliance with financial regulations.
- Prepare and review financial documents such as requisitions, purchase orders, reimbursements, and travel authorizations.
- Ensure accuracy and completeness of financial records and documentation.
- Attend budget and operations meetings and flag items for follow-up as necessary.
- Assist in the creation, updating, and maintenance of early childhood-related professional service contracts, agreements, and memorandums of understanding.
- Support vendors/contractors in completing the contracting process, including assisting with applications, vendor IDs, and drafting contractual documents.
- Provide guidance and assistance to the ECIC team in navigating the Request for Proposals (RFP) and Request for Applications (RFA) processes.
- Provide support in writing scopes, drafting RFP/RFA documents, preparing scoring rubrics, and facilitating contract negotiations and awards.
- Coordinate with stakeholders to ensure compliance with procurement policies and regulations throughout the contract management and procurement process.
The individual in this job must possess these skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:
- Excellent interpersonal, oral, and written communication skills.
- Superior ability to problem-solve effectively and efficiently, while anticipating any potential barriers ahead of time before they effect project/program/reporting timelines. Ability to work in a fast-paced environment.
- Excellent time management skills, with the ability to consistently produce results when up against tight deadlines.
- The individual will be versatile, have technological, organizational, clerical, and writing skills, and will create and maintain a positive tone throughout the team.
- Perform other tasks that may be assigned by the ECIC, Operations Officer.
- Be familiar with the mission of DSU as a Historically Black College and University (HBCU).
- Associate Degree in Business Management or a related field (early childhood administration) or equivalent experience preferred.
- 1-3 years of office management experience preferred.
- 1-3 years of successful experience in office managing, analyzing, and reporting using Microsoft Excel, Microsoft Word, and Canva preferred.
- Demonstrated knowledge of the DSU core values.
- Demonstrated ability to manage the day-to-day administrative needs of the ECIC.
- Demonstrated strong customer service.