Department of Music - Administrative Assistant III
University of Delaware - Newark, DE

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Deadline: March 11, 2013

Pay Grade: 27N

Context of the Job:

The Department of Music represents a complex and diverse operation where academic endeavors are closely related to a myriad of public engagement initiatives ranging from public performances to fundraising and development projects, competitive recruitment for talented prospective students, and marketing of public performance events.

Under limited supervision and reporting to the Business Administrator, the Administrative Assistant III is responsible for assisting with the smooth operation and management of the unit and managing all recruitment activity for exempt and non-exempt staff throughout the Music department, as well as performing a wide range of administrative functions related to personnel management. This position provides support regarding training and development planning, assistance, and/or related employment resources. This position maintains high visibility within the Music Department and maintains contact with other University units on a regular basis in carrying out major assignments. He/she interacts with faculty, staff, professionals, students, and University administrators to resolve Departmental human resources issues and assists with community programs and outreach. The Administrative Assistant III will provide timely, accurate, and candid information on critical issues to colleagues and team members. This requires a well-ordered approach to solving problems, sound independent judgment in making decisions, and the execution of a high degree of discretion on a regular basis that is necessary to preserve and strengthen critical interdepartmental and intradepartmental relationships.

Major Responsibilities:
  • Assist with the operation and management of the unit. Supervise support student staff, including selection, training and evaluation. Coordinate work of student support staff involved in projects (including performance programs). Assist with the management of the Department’s community programs and outreach.
  • Oversee all office functions: greet and direct visitors; answer phones and take messages; review, route and prioritize mail; arrange and coordinates meetings and maintains inventory of supplies. Design office filing systems; organize and maintain files (including confidential files); maintain, update and review reference materials and manuals. Compile information from standard sources and prepares data reports.
  • Serve as liaison for faculty, staff and students regarding policies, procedures, methods and problem resolution. Maintain the vacation/sick time records of staff and process payroll for work study and miscellaneous wage staff. Prepare S-Contracts for faculty, supplemental faculty, supplemental professionals and Non Contract Pay Requests for graduate students. Process Requests for Checks for Individuals and Business Expense Reimbursements (Works) for Faculty. Administer sign off on Procurement Card charges for Chair, Business Administrator, and self.
  • Process recruitment and human resource-related materials in compliance with University and applicable state, federal, and/or sponsor regulations for faculty, exempt, and non-exempt staff throughout the Department. Oversee all faculty searches and is designated contact. Conduct employment reference checks of recommended candidates, as applicable. Draft employment advertisements and submits them to UD Office of HR. Closely monitors the Department’s overall recruitment status of full and part time vacancies, as well as temporary postings. Complete all HR Web Forms, and creates and updates all personnel files and ensures confidentiality.
  • Conduct education and development training sessions with the Business Administrator for all search committee members, ensuring that search committee members have the appropriate administrative tools and knowledge in order to interview applicants such as current employment trends, federal and/or state employment laws, and UD policy guidelines. Demonstrates the importance and use of appropriate forms, finalizes all search committees interview questions prior to actual interviews, and provides other HR training/development sessions as necessary.
  • Update employment policies and distributes any new information to the department.
  • Oversee the annual performance review process by distributing a timeline of appraisal forms to all designated staff members, following up on outstanding appraisal forms to ensure that one hundred percent are submitted; reads and reviews all appraisal forms for compliance with internal employment guidelines and objectivity.
  • Compile event mailing lists and donor information. Compose letters and/or memoranda pertaining to donor gifts, peer reviews or other necessary communications from the Business Administrator or Chair.
  • Coordinate logistics of the main office with other office personnel. Collaborate with personnel on schedules in order to keep the office running smoothly.

  • High school diploma or GED with three to five years of administrative experience. Associate’s degree preferred.
  • Knowledge of unit programs, policies and procedures preferred.
  • Ability to analyze and interpret data and make independent decisions and judgments in keeping with the position level.
  • Ability to use advanced techniques in spreadsheet, database, and/or presentation software.
  • Ability to communicate and interact well with people of all ages and diverse backgrounds. Computer skills Microsoft Word, Access and Excel are necessary.
  • Effective written and oral communications and organizational skills with experience in proofreading and editing.

How To Apply

When applying please submit a one-page cover letter and your resume as one document. Also, please remember to provide names, addresses and telephone number of at least three references in the online application.

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