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Administrative Assistant
1 month ago
Job Type: Professional
Job Number: 2024-00173
Division: CHESS
Department: CHESS - Early Childhood Innovation Center
Opening Date: 10/04/2024
General Description of the Position
The Early Childhood Innovation Center (ECIC) at Delaware State University (DSU) is seeking a dynamic and detail-oriented Administrative Assistant to join our initiatives team. In this role, you will play a pivotal part in supporting the initiatives officer while also contributing to various key initiatives across the office. This position will be integral to the smooth functioning of the ECIC and the accomplishment of its goals and programs. As one of the contacts for day-to-day ECIC activities, this position will be responsible for managing initiatives support functions, anticipating challenges, and serving as a proactive problem solver. In addition, this position will support the work of the ECIC's Child Development Associate (CDA®) Cohort's as well as the associate, and bachelor's scholarship programs statewide. This role offers a unique opportunity to engage in a wide range of tasks and initiatives, contributing to the overall success of the ECIC.
Essential Functions & Required Knowledge, Skills and Abilities
Essential Functions
•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 overall operational 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.
•Coordinate travel arrangements and prepares reimbursement documents, following DSU and ECIC procedures.
•Design systems to streamline processes and improve efficiency in tracking tasks and projects.
•Organizing and maintaining digital and physical files and managing email correspondence and inquiries.
•Assist the scholarship coordinator with various activities such as providing customer service, processing scholarship applications, setting up and updating user accounts in scholarship portal, supporting new and potential scholars.
•Assist the CDA coordinator and scholarship coordinator with various activities such as responding to inquiries, providing instruction and support assisting scholars in all areas of the enrollment/registration process, and advising scholars into the correct phase of process (or connect them with the appropriate success coach/program coordinator).
•Connect individuals seeking information on early childhood programs and services to the correct agency/person.
•Coordinate efforts with various internal/external stakeholders and community partners to ensure projects/initiatives are executed in the most efficient way possible.
Required Knowledge, Skills, and Abilities
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. The individual will be
versatile, have technological, organizational, clerical, and writing skills, and will create and
maintain a positive tone throughout the team.
•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.
•Ability to adapt to changing priorities and responsibilities.
•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, Senior Administrative Assistant.
•Be familiar with the mission of DSU as a Historically Black College and University (HBCU).
Qualification Standards
- Associates 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, Access, and PowerPoint preferred.
- Knowledge of early childhood education licensing requirements preferred.
- Bilingual preferred.
The criteria for evaluation in this position include, but are not limited to, the following:
- Demonstrated knowledge of the DSU core values.
- Demonstrated ability to manage the day-to-day administrative needs of the Center.
- Demonstrated strong customer service.
EEO Statement
Delaware State University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information, or any other characteristic protected by state or federal law. The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply.
Equal opportunity employer/program'' and "auxiliary aids and services are available upon request to individuals with disabilities''.
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
To learn more details, visit the and the