This position is located in the office of the Associate Vice President for Research (AVPR) of the University of Delaware (UD) Research Office. The Administrative Assistant position involves the performance of professional administrative support and program management services for the AVPR office and related programs. The office of the AVPR generally works in the area of research capacity enhancement. The work requires the application of concepts, principles and practices of basic technology development, basic research, translational research, and clinical research in the identification and implementation of research advancement initiatives focused on enhancing the research capacity of the University of Delaware and its partner institutions. The AVPR office includes coordination of several state-wide Institutional Development Award (IDeA) biomedical research capacity building programs.
The Delaware INBRE (IDeA Network of Biomedical Research Excellence), Clinical and Translational Research (CTR: AKA ACCEL program) and numerous COBRE (Center of Biomedical Research Excellence) programs are all National Institutes of Health (NIH) funded research capacity building awards. In addition to NIH funding, the Delaware INBRE and Accel programs combined receive $2M in additional support per year from the State of Delaware. Since 2001, the NIH has provided $218M in research capacity building support to UD and its partnering institutions throughout Delaware. Combined, the IDeA programs have resulted in $360M in additional grant awards to UD and our partner organizations. A strong IDeA-centric partnership among institutions across the State has also been established and must be maintained.
Under limited supervision of the Assistant Direct of Delaware INBRE, the Administrative Assistant is responsible to perform day-to-day administrative functions of the AVPR office as well as coordinate the management of multiple large scale programs and activities. The Administrative Assistant coordinates the implementation and compliance with internal and external administrative policies and procedures. Additionally, this role prioritizes the coordination of complex administrative activities and provides project management prioritization for the AVPR and program staff. A high level of independent judgment and confidentiality is required for the position of Administrative Assistant as the incumbent will process confidential information. This position requires the ability to work independently while making some decisions in the absence of the Director as needed.
The Administrative Assistant IV performs a full range of administrative, fiscal, and complex records duties for large scale research programs. Analyze and monitor data for system integrity, create accurate data sets and/or supervise the processing of confidential data. The work involves a considerable amount of variety and complexity of data, information, resources, regulations, sources and technical requirements.
The Administrative Assistant works with program leadership to initiate and develop strategic and technical planning for implementation of special projects and program goals. The Administrative Assistant interacts with faculty, staff, students, University administrators, other academic institutions, partner institutions as well as federal and state government employees to recognize and coordinate a wide variety of intricate programs, as well as make administrative and procedural decisions and judgments.
This is a soft-funded position; continuation is contingent upon continued funding. Notice of non-renewal is not required. The successful candidate will have a temporary (renewable based upon continued external funding) appointment in the College of Health Sciences, Department of Kinesiology and Applied Physiology, fully funded by external funds.
Assists and supports the daily operation and management of large scale research programs.
Acts as point person for all administrative matters of the AVPR Office. Reviews, analyzes and evaluates work methods, operational procedures and related use of personnel, funds and equipment; recommends changes and improvements to enhance the effectiveness of the operation.
Serves as liaison and interacts on grant related activities with faculty, students, administrators, and representatives of government industry and other institutions.
Coordinates administrative activities of the AVPR office. Develops and organizes procedures, and uses considerable written and verbal communication skills to coordinate activities. Independently manages the AVPR’s electronic mail account, calendar, schedules and meeting coordination. Uses judgement to independently prioritize and develop correspondence responses and schedule adjustments.
Coordinates all communications from the AVPR office. Provides direct administrative support by drafting and reviewing correspondence; writing and proof-reading to achieve clear, effective communication. Reviews for style, grammar, spelling, clarity, audience and purpose of communication.
Maintains communication lists - creates mailing lists for mass emails.
Develop and manage a records maintenance system to properly monitor activities across the Consortium. Establishes a reminder system to ensure deadlines are met.
Performs final review, reconciliation and analysis of reports, documents, and promissory notes and claims to ensure conformance with operating and/or standard legal guidelines and regulations.
Conducts special studies as required to include summarization, analysis and interpretation of data.
Works jointly with the AVPR on coordination and implementation of new initiatives and collaborations.
Coordinates activities across project sites, travel arrangements and special events, including conferences and workshops related to the programs executed by the AVPR office.
Coordinates events such as scientific and committee meetings, training sessions, official visits from academic, industry or government officials.
Attends meetings with and for the AVPR for the purpose of increasing programmatic knowledge, and conveying and/or gathering information required to perform program advancement and coordination functions.
Partners closely and collaboratively with other administrative support associates of partner organizations to manage team-wide support and communication and provides onsite support to visiting team members as needed.
Coordinates interactions with external companies, academic and research institutions at the administrative and organizational level providing the point-of-contact to internal and external business functions.
Schedules and coordinates internal and external on-site and off-site meetings, anticipating conflicts and needs and partners effectively with administrative support associates from partnering institutions.
Manages the efficient filing and retrieval of files and records. Collects and analyzes information and prepares reports. Collects, tracks, and collates information and documents; prepares same for submission and submits as necessary.
Performs routine human resource functions involving the project staff; assists with other human resource functions such as requests for new positions, searches, hiring, and terminations
Answers routine and non-routine personnel questions.
Performs cost analysis for expense payments and financial projections. Performs monthly reconciliation of financial accounts and resolves discrepancies. Assist in developing systems/procedures to improve fiscal control and processing.
Corresponds with vendors to obtain merchandise information and resolve problems.
Manages procurement activities. Serves as the project’s primary purchasing card administrator. Allocates, verifies and audits purchases on-line to the appropriate projects.
Acts as a liaison with Procurement to ensure proper recordkeeping and allocations within the Works and UD Webforms systems and ensure compliance with applicable purchasing policies.
Support the Director on grant submissions, including analysis of the granting mechanism, verifying accuracy of budgets, and all other requests derived from the sponsors’ call for proposals, compliance with UD policies and procedures. Assists with closeout process. Ensure consistent application of University and College policies and procedures.
Searches for open funding opportunities and presents to leadership.
Collects materials, analyzes data and prepares reports for distribution to leadership and funding agencies. Assist in complying with audit requests from the Research Office and outside auditing organizations.
Assistance with post-award management of research funds, preparation of financial reports and closing of research projects.
Assists with pilot-funding proposal and award process.
Coordinates large-scale communications, marketing and public relations activities including assisting in the development and implementation of promotional materials.
Compiles and verifies statistical reports.
Assists with development of a Blog and maintains the postings.
Maintains a document sharing site.
Perform routine website updates.
Performs other job-related duties as assigned.
High school diploma or GED, Associate’s degree preferred, and five years of related experience, or equivalent combination of education and experience.
Experience working with accounting systems, administrative policies and procedures as well as contract and grant administration.
Ability to analyze and interpret data, to make independent decisions and judgments in keeping with the level of the position.
Ability to use advanced techniques in spreadsheet, database and/or presentation software.
Website (basic), brochure, advertisement and presentation development and editing skills are required.
Knowledge of grant funding policies and procedures and applicable Federal, State, University regulations.
Ability to work independently and handle multiple tasks simultaneously.
Detail oriented; ability to think strategically and evaluate processes and look for deficiencies.
Strong organizational skills and attention to detail.
Ability to work effectively and independently with a wide range of people of all ages and diverse backgrounds.
Excellent communication skills and interact well with internal and external educational partners, clients, prospective and current students as well as faculty and staff which include people of all ages and diverse backgrounds.
Ability to maintain confidentiality of records and information.
Ability to make administrative/procedural decisions and judgments.
Internal Number: 494394
About University of Delaware
The University of Delaware has a great tradition of excellence, from our roots extending back to a small private academy started in 1743, to the research-intensive, technologically advanced institution of today. Our alumni tell our story of achievement, from our first class, which included three signers of the Declaration of Independence and one signer of the U.S. Constitution, to the more than 154,000 living Blue Hens who are making vital contributions to the world. Vice President Joseph R. Biden Jr. and his wife, Jill, are both UD alumni. The University received its charter from the State of Delaware in 1833 and was designated one of the nation’s historic Land Grant colleges in 1867. Today, UD is a Land Grant, Sea Grant and Space Grant institution. The Carnegie Foundation for the Advancement of Teaching classifies UD as a research university with very high research activity—a designation accorded less than 3 percent of U.S. colleges and universities. UD ranks among the nation’s top 100 universities in federal R&D support for science and engineering. A state-assisted, privately governed institution, UD offers a broad range of degree programs: 3 associate programs, 147 bachelor’s p...rograms, 119 master's programs, 54 doctoral programs, and 15 dual graduate programs through our seven colleges and in collaboration with more than 70 research centers. Our student body encompasses more than 17,000 undergraduates, more than 3,600 graduate students and nearly 800 students in professional and continuing studies from across the country and around the globe. Our distinguished faculty includes internationally known authors, scientists and artists, among them a Nobel laureate, Guggenheim and Fulbright fellows, and members of the National Academy of Sciences, National Academy of Engineering and the American Association for the Advancement of Science. State-of-the-art facilities support UD's academic and public service activities. Our 146-foot coastal research vessel, Hugh R. Sharp—the most advanced in the U.S.—helps scientists across the region explore the sea. World-class figure skaters train at our High Performance Figure Skating Center. Partnerships with Nemours/A. I. du Pont Hospital for Children, Christiana Care and Thomas Jefferson University; the U.S. Army; Winterthur; Longwood Gardens and Hagley Museum offer unparalleled experiences in health sciences, defense research, art conservation, horticulture and history. The University is now transforming a 272-acre parcel, the site of a former auto assembly plant, into the Science, Technology and Advanced Research (STAR) Campus. Distinguished speaker series, symposia, 21 intercollegiate athletics programs and numerous intramural and club sports, more than 300 student organizations, concerts, exhibits and other arts and cultural activities enrich campus life.Thomas Jefferson once described Delaware as a "jewel" among states due to its strategic location on the East Coast, halfway between Washington, D.C., and New York City. Today, however, the location of Delaware's flagship university increasingly is invoked as "halfway between Los Angeles and London."In addition to our Georgian-inspired main campus in Newark, Del., UD has locations across the state--in Wilmington, Dover, Georgetown and Lewes. A thriving study-abroad program and expanding international partnerships further enhance our students' education as global citizens. We invite you to visit our campus or take our virtual tour today! http://video.realviewtv.com/education/udel/