Administrative Assistant II, Cooperative Extension at University of Delaware

Administrative Assistant II, Cooperative Extension

Job no: 501362

College / VP Area:College of Ag & Natural Res

Work type: Staff

Location: Newark

Categories: Administrative Support, Full Time

Pay Grade: 26N

Context of the Job:

Cooperative Extension is a nationwide, informal educational network that leverages the resources and expertise of federal, state, and local governments to enhance people's lives. For more than a century, the University of Delaware Cooperative Extension has positively impacted the First State by delivering high-quality educational programs to individuals and communities. These programs are based on university research and are designed to address the specific needs of our constituents. As the outreach arm of the USDA and the American land-grant university system, Cooperative Extension provides educational programming on topics such as food safety, nutrition and health, water quality, 4-H youth development, sustainable agriculture, horticulture, natural resources and environmental management, leadership and volunteer development, and personal safety in various settings.

The principal emphasis of this position is to provide administrative support to the SNAP-Ed Extension specialist and EFNEP Extension agent. The administrative assistant is a member of the Health and Well-being team.

Under the direction of the Extension specialist and agent, the administrative assistant will perform financial and administrative functions to support the activities related to the Supplemental Nutrition Assistance Program Education (SNAP-Ed) and the Expanded Food and Nutrition Education Program (EFNEP) for the University of Delaware.

To be successful in this position, the administrative assistant must have a high level of sound judgment, initiative, attention to detail, problem-solving skills, along with the ability to make independent decisions and to be engaged with the diverse staff within the Health and Well-being team. This is a grant-funded position, and continuation is contingent upon available funds.

MajorResponsibilities:

SNAP-Ed and EFNEP:

• Provides overall administrative support for the SNAP-Ed project which includes various duties such as: maintaining project planning spreadsheets or calendars; maintaining time and effort logs; procuring materials, and helping with data entry systems when needed, printing and compiling reports for PI and the state.

• Gathers and maintains documentation using the required file management system to ensure compliance with grant and UD record retention guidelines.

• Assists the PI with the implementation and management of the request for proposal (RFP) process for the selection of subgrantees.

• Provides overall administrative support for the EFNEP program which includes various duties such as: scheduling meetings; Assists EFNEP staff with acquiring needed supplies; culling data from WEBNEERS (EFNEP reporting system) and uploading to PEARS (SNAP-Ed reporting system) for combined reporting.

• Attend meetings and trainings statewide, personal car travel required; responsible for taking minutes for EFNEP and SNAP-Ed meetings as well as additional internal and external partner meetings as requested. Provide logistic support as needed.

• Communicate with the Extension grant analyst and Extension business administrator; other UD units, state agencies, and community partners as needed and requested.

Financial:

• Responsible for reviewing subcontractor invoices for accuracy and communicating with subgrantees regarding invoices. Responsible for communicating with the Extension grant analyst and PI regarding accuracy and challenges with invoicing

• Follows university procedures reconciling monthly Concur expenses related to the Health and Well-being team.

• Review and maintain files related to all monthly charges.

• Ensure correct coding of transactions; as well as receipt of all required documentation which is to be uploaded for audit purposes; using established procedures.

• Access UDataglance to pull transaction data and provide a monthly financial report to the PI.

Miscellaneous:

• Responsible for complying with university policies, procedures, and best practices regarding protecting data and following UD data governance rules

• Performs other job-related duties as assigned.

Qualifications:

• High school diploma or GED with two to three years of experience.

• Ability to use advanced techniques in MSOffice, web authoring, and presentation software and to follow established electronic record procedures.

• Ability to edit the content, structure, and format of a range of written material.

• Ability to interact well with people of all ages and diverse backgrounds.

• Knowledge of office principles and practices.

• Effective interpersonal and organizational and communication skills.

• Experience working with federal or state contracts or grant awards preferred.

• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.

• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.

Special Requirements:

• Employment offers will be conditioned upon successful completion of a criminal background check. A conviction will not necessarily exclude you from employment.

• Access to private reliable means of transportation.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action

The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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