Administrative Assistant Iii, Delaware Institute For Excellence In Early Childhood

PAY GRADE: 27N

CONTEXT OF THE JOB:

The Department of Human Development and Family Sciences (HDFS) within the College of Education and Human Development is a diversified Department with undergraduate and graduate programs that require a close working relationship with the State of Delaware, Federal Agencies, local school systems, and numerous Health and Service agencies. The Department houses the Delaware Institute for Excellence in Early Childhood (DIEEC). The DIEEC supports early childhood workforce and programming services for children aged six weeks to twelve years of age through the translation of evidence-based practices to community-based settings as well as the generation of new knowledge via applied research. The DIEEC serves the State and nation through the provision of professional development for early childhood educators in family childcare and center-based childcare programs, technical assistance to early care and education programs through Delaware's quality rating and improvement system, direct services to children and families through the New Directions Early Head Start program, and applied research in diverse early care and education settings. This Administrative Assistant works under the limited supervision of the Program Manager of Operations. The Administrative Assistant is an integral part of DIEEC services, directly supporting the early childhood workforce in accessing their professional development and supporting DIEEC professional staff in preparing for the delivery of professional development. This role coordinates, oversees, and maintains the DIEEC registry of professional learning experiences, as well as the associated professional development materials. This role also coordinates enrollment in DIEEC-sponsored activities and implements and monitors financial policies following University policies and procedures. A high level of independent judgment and the ability to maintain operations to keep DIEEC in compliance with state and federal regulations is required.

MAJOR RESPONSIBILITIES:

• Performs other related duties as assigned.
• Maintains professional development coordinator and program records and profiles in the DIEEC registry database.
• Receives and screens incoming correspondence, forms, and applications for Delaware Stars.
• Assists and supports DIEEC professional development coordinators in the field and professional learning experiences.
• Implements and monitors financial policies following University policies and procedures.
• Maintains database of professional development submitted from outside agencies for DIEEC approval.
• Serves as the liaison for DIEEC professional development coordinators and early childhood education professionals, as well as DIEEC public and private partner agencies.
• Identifies and recommends changes to the professional learning experiences that will enhance the skills and/or knowledge of attendees based on informal feedback received while interfacing with early childhood educators.
• Administers the day-to-day operations of the Delaware Institute for Excellence in Early Childhood (DIEEC).
• Assists and supports early childhood educators in accessing DIEEC systems and professional learning experiences.
• Monitors DIEEC evaluations and attendance records as professional learning experiences are completed.
• Reconciles credit card statements with receipts in the UD Concur system.
• Monitors, controls, updates, and maintains equipment inventory, and purchases materials.
• Performs routine and non-routine administrative duties ensuring confidentiality.
• Travels throughout UD to coordinate with UD services, such as technology and printing services.
• Plans and arranges the locations for professional learning experiences and secures contracts to ensure the sites are accessible and ready to use.
• Assists and supports the operation and management of DIEEC as it relates to Professional learning experiences delivered to the early childhood workforce.
• Supervises student workers.
• Coordinates all professional development coordinators' preparation materials and schedules pick up of materials; Capable of lifting 25 lbs.

QUALIFICATIONS:

• Requires a minimum of an associate degree or equivalent coursework in early childhood education and/or administration, business administration, or communication with five years of progressively responsible administrative experience. Bachelor's degree 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.
• Effective organizational skills, the ability to evaluate and prioritize assignments to meet deadlines and the ability to analyze and solve problems.
• Ability to work effectively as a team.
• Effective customer service skills.
• Effective interpersonal skills and the ability to communicate with a wide range of individuals and constituencies in a diverse community.
• Proficient with Microsoft Office suite of tools (word processing, spreadsheet and database skills) and Google suite of tools.
• Ability to use independent thought, judgment, discretion, and demonstrate initiative and self-motivation.
• Related progressive experience beyond a high school diploma or GED may be substituted for required education or additional related education may be substituted for required experience.
• Strong written and oral communication skills and attention to detail.
• Proficient with technology and eagerness to learn new platforms and assist others.