Administrative assistant

Pay Grade : 27N

Context of the Job :

National Institute for Innovation in Manufacturing Biopharmaceuticals (NIIMBL) is a member of the Manufacturing USA network of institutes funded by the federal government to advance United States competitiveness in advanced manufacturing innovation.

NIIMBL is established by a cooperative agreement with the National Institute of Standards and Technology (NIST) as a public / private consortium of a diverse set of member organizations, including industry, academia, non-profit organizations, state governments, and federal agencies.

Institutionally, NIIMBL reports to the Vice President for Research, Scholarship & Innovation. Under the general supervision of the Business Operations Director, Administrative Assistant III performs complex administrative and financial duties for NIIMBL.

The principal emphasis is on general administrative support and assistance with institute activities as well as providing the most efficient and effective administrative support and service to NIIMBL.

The Administrative Assistant also ensures compliance with internal and external administrative policies and procedures as well as prioritizes and resolves administrative issues.

A high level of independent judgment, initiative and problem-solving skills, and the ability to demonstrate a high degree of confidentiality and discretion are required.

Responsibilities :

• Serve as a primary point of contact for NIIMBL, interacting with a diverse audience including University of Delaware faculty, staff and students, and external constituents including federal agencies and officials, state governments, multinational companies, and academic partners.
• Provide administrative support to assigned strategic Programs, which are targeted, high-value project efforts undertaken by the Institute.
• Provide expert administrative support to assigned members of the NIIMBL Steering Team and institute staff.
• Manage storage and maintenance of platforms to share, preserve and keep confidential documents and materials related to NIIMBL's strategic Programs, all of which require a keen attention to detail and high-level knowledge of document storage systems such as Microsoft Teams.
• Perform data entry tasks in NIIMBL systems to track and maintain participation and engagement in NIIMBL strategic Programs.
• Perform routine and non-routine administrative duties as assigned and directed by NIIMBL staff, ensuring confidentiality, and complying with established deadlines and work standards.

Ability to work under limited supervision, obtain necessary information from appropriate source(s) to complete assigned tasks, and share information with others as needed.

Assist with planning and coordinating events and meetings held at the University of Delaware and at other NIIMBL partner facilities across the country, including scheduling the facilities, making travel arrangements, and managing registration for events.

Also coordinate equipment and catering needs.

Attend staff meetings and actively participate by making recommendations regarding new administrative policies and procedures or changes and improvements to existing processes;

develop and / or initiates new office forms and procedures.

Manage university credit card administration and reimbursement requests for staff in Concur. Verify that credit card expenditures are charged to appropriate budgets.

Review charges to ensure they are allowable in accordance with agency regulations and guidelines. Ensure back up documentation is properly filed and available for audit or grant close out reporting.

• Make travel arrangements for the NIIMBL Steering Team and institute staff. Assist with completing travel reimbursements.
• Perform other job-related duties as assigned.

Qualifications :

• High school diploma or GED, Associate degree preferred, and three to five years of experience.
• Ability to be flexible, work independently and have high accountability for a large volume of work.
• Ability to handle multiple assignments concurrently.
• Knowledge of the principles and practices of office management and general administration.
• Ability to analyze and interpret data and make independent decisions.
• Excellent organizational and interpersonal skills.
• Exhibit and support a positive attitude and encourage a positive attitude in co-workers.
• Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
• Experience in using computerized accounting systems, e.g., PeopleSoft Financials, and intermediate skills in Microsoft Office applications are highly desirable.
• Ability to show initiative and to demonstrate a high degree of confidentiality and discretion and problem-solving strongly preferred.
• Demonstrated 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.

Last updated : 2024-05-17