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Administrative Coordinator

2 months ago

Dover, Delaware, United States Delaware State University Full time
Job Title: Administrative Assistant

Delaware State University is seeking a highly skilled and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will play a crucial role in supporting the initiatives team and contributing to the overall success of the Early Childhood Innovation Center (ECIC).

Key Responsibilities:
  • 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.
Requirements:
  • 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.
Performance Standards:
  • Demonstrated knowledge of the DSU core values.
  • Demonstrated ability to manage the day-to-day administrative needs of the Center.
  • Demonstrated strong customer service.