Job Description: University of Delaware Equal Employment Opportunity Statement
The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html
Job No: 501576 Work Type: Staff Location: Dover Categories: Administrative Support, Full Time
Pay Grade: 27N
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 focuses on assisting the county director with the financial administration of the Kent County Extension Office. Under general supervision, the Administrative Assistant IV will handle complex and non-routine administrative tasks, particularly financial account reconciliation, while supporting extension programs run by Kent County professionals. Success in this role requires strong judgment, initiative, attention to detail, problem-solving abilities, and the capacity to make independent decisions.
Major Responsibilities:
Monitor and manage financial activities and operating budgets for the Kent County Cooperative Extension Office, including local support funds and overall unit accounts, providing regular balance reports.
Analyze and reconcile complex expenditures; at the request of the CANR Extension grants analyst or research office, provide requested back up documentation for audits; maintain grant files per CANR grants management guidelines, and process various financial documents (journal vouchers, vendor payments, purchase orders).
Allocate and reconcile credit card charges, and act as Concur delegate for Kent County office staff expense reports.
Deposit program funds and ensure compliance with operational guidelines and regulations.
Review, research, compile, and analyze reports, documents, and claims to ensure conformance with operating guidelines, university policy, state, local, and federal regulations.
Review data control processes and implement new methods and procedures for effectively reviewing and entering data.
Process new hires including filing of employment forms, onboarding, following up on background checks, setting up email, etc.
Act as Office Liaison for Human Resources, Payroll and Time/Leave staff needs.
Process miscellaneous wage employees’ bi-weekly pay using UD Workforce Timekeeping system.
Maintain program and financial connections with partner institutions & university departments.
Prepare annual funding request to Kent County Levy Court with support from the County Extension Director.
Communicate with Cooperative Extension business administrator regarding university and departmental financial policy and procedures; work directly with the business administrator to conduct the fiscal year close of all Kent County operating accounts.
Coordinate and track all property and building maintenance requests and problems. Work with facilities group on building related issues. Liaison with external cleaning company.
Office IT Liaison: attempt to resolve day to day computer issues, communicates needs, identifies resources or solutions to problems that can be handled directly at the office, and sets up work to be completed by the IT support center. Responsible for Zoom web conference procedures.
Oversee contracts for meeting room use by external individuals and groups.
Coordinate building access by outside individuals and groups within the ProWatch system.
Responsible for records retention within the Kent County office.
Assist with the main office coverage including walk-ins, phone, web inquiries and the sales of soil test kits.
Assist Kent County Extension Director and other county staff members with other activities as required (e.g., travel arrangements, mailings, outreach activities, etc.).
Responsible for complying with university policies, procedures, and best practices regarding protecting data and following UD data governance rules.
Perform other job-related duties as assigned.
Qualifications:
High School Diploma or GED and four years of related experience or equivalent combination of education and experience.
Experience with computerized accounting systems, spreadsheet and database programs.
Experience with PeopleSoft Query/Financials.
Knowledgeable and experience with MS Office: Word, Excel, PowerPoint & Outlook
Skill in budget preparation and management of contracts and grants.
Ability to analyze budgetary expenditures for compliance with approved policies and procedures.
Strong time management skills.
Attention to detail.
Ability to set priorities, handle multiple tasks, and meet deadlines.
Ability to work well with co-workers in a team-oriented environment.
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.
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.
