Administrative Assistant III, Professional and Continuing Studies

2 months ago

Wilmington, United States University of Delaware Full time

PAY GRADE: 27N

CONTEXT OF THE JOB:

Osher Lifelong Learning at the Wilmington campus is a membership organization which, in cooperation with the Division of Professional and Continuing Studies, provides opportunities for cultural and intellectual development for individuals age 50 and older. OLLI-W delivers over 617 classes annually to approximately 2,500 dues-paying members and has an annual operating budget of $1.7M. Membership currently includes working and retired faculty, educators, lawyers, doctors, accountants, musicians, engineers, industry chemists among many others. Arsht Hall serves as the home for the OLLI-W program.Under the general supervision of the Director, the Administrative Assistant III serves as the primary staff contact for all dues paying members manages the day-to-day allocation of space within Arsht Hall, with an emphasis on facility scheduling, and maintenance; space allocation/reallocation, and configuring/reconfiguring meeting space. The principle responsibility of this position is to assess, evaluate and execute the facility and space management of the 2700 Pennsylvania Avenue, Arsht Hall facility (17,000 sq. ft., 16 rooms). The Administrative Assistant III acts as liaison with all University skilled worker staff, Facilities Management Staff, Custodial, Facilities, vendors, noncredit assistant director, noncredit program coordinators, HR Generalist, and other inside and outside stakeholders.The Administrative Assistant III also provides backup support for financial processing for revenues and expenses using online, credit card, cash, check, and gift cards.The Administrative Assistant III also manages online communications with members, instructors, and committees including the creation and distribution of weekly newsletters.

MAJOR RESPONSIBILITIES:

Manage the daily operations of the Arsht Hall facility, ensuring compliance with OLLl-W and University policies and regulations. Maintain adequate in-person presence. Primary on-site support for 1000+ OLLI-Winstructors and members including but not limited to, responding to inquiries and supporting 2000+ statewide members with registration questions and concerns. Serve as OLLI-Ws primary point of contact with internal and external stakeholders acting as conduit to manage and coordinate facility project implementation. Works closely with the OLLl-W leadership to further develop and implement the strategic building usage plan. Identify conceptual and detail level space usage options, including interaction with internal and external stakeholders (e.g., clients and vendors). Proactively identify facility needs. Primary point of contact for facilities related items such as, but not limited to, facilitating relocation of staff workspace, cubicles and equipment; facilitating maintenance of building, and building access for staff without interruption of daily work flow. Responsible for all facility maintenance and upkeep, assuring completion of all routine and non-routine projects and planning effective preventive maintenance. Serves as liaison with University skill worker staff, Facilities Management, Plant Operations, Custodial and all contract personnel for electrical, plumbing, roofing, carpentry, elevator, key shop, air conditioning, heating, moving and redeploying of equipment, and others as needed. Assist with the planning, room logistics, and execution of events and activities. Coordinate, edit, and disseminate weekly newsletters via Constant Contact. Create and distribute event announcements and invitations on an as-needed basis. Assist during minor medical emergencies (e.g., direct response personnel to location). Resolves complex operational/administrative/procedural problems. Negotiates with external stakeholders (vendors). Responds to requests from program personnel and members on an ad-hoc basis, prioritizing emergencies. Create and maintain effective communication with division personnel, University departments, and external partners to ensure positive working relationships. Participates in safety-related training and evacuation drills on a quarterly basis. Coordinates with key facilities related W-Council Committees for events (e.g. Open Houses, musical events). Provides support for financial processing for revenues and expenses using online, credit card, cash, check, and gift cards. Maintains Directors calendar. Performs other job-related duties as assigned.

QUALIFICATIONS:

High school diploma or GED, Associates degree preferred, and three years of experience. Experience in higher education preferred. Experience in financial processing for revenue and expenses. Experience in communications to a range of audiences including senior management and professionals in a wide variety of fields (legal, financial, industry, academic, etc.) using a variety of communication methods. Administrative knowledge, accounting background and familiarity with a variety of computer software programs, including word processing, spreadsheets, and database applications. Familiarity with the UD accounting system, PeopleSoft Financials, familiarity with UD Facilities organizational structure, policies, and procedures; and familiarity with the UD Procurement system Works policies and procedures is preferred. Effective analytical and technical skills, including the use of financial management systems, spreadsheets and word-processing software programs for preparation of proposals/reports. Ability to perform complex tasks and to prioritize multiple projects. Ability to provide technical advice and information to internal and external stakeholders. Exceptional interpersonal and communication skills in working with a diverse population and ability to adjust to an ever-changing environment. Ability to work independently in a fast-paced environment, exercising discretion and good judgement. Ability to work well with volunteers and students aged 50+ years. Ability to interpret, adapt and apply guidelines and procedures. Ability to move easily throughout the building often. 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.

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