Administrative Assistant

The Early Childhood Innovation Center (ECIC) at Delaware State University (DSU) is seeking a versatile and detail-oriented Administrative Assistant to join our Operations team. In this role, you will play a pivotal part in supporting the operations officer while also contributing to various key initiatives across the office. This position will be integral to the smooth functioning of the ECIC and the accomplishment of its goals and programs. As one of the contacts for day-to-day ECIC activities, this position will be responsible for managing operations support functions, anticipating challenges, and serving as a proactive problem solver. In addition, this position will assist the operations team will also assist in various areas such as third-party billing, systems management, communications, marketing, and logistical coordination. This role offers a unique opportunity to engage in a wide range of tasks and initiatives, contributing to the overall success of the ECIC.

Essential Functions  
These essential functions encompass a range of responsibilities crucial for supporting the efficient functioning of the ECIC unit and ensuring compliance with organizational standards and procedures. Adjustments can be made based on specific organizational requirements and preferences:

• Manage various calendars and coordinate meetings using Outlook.
• Schedule meeting rooms, set up conference calls, and secure necessary equipment for smooth meeting facilitation.  
• Provide administrative support during meetings, including preparing agendas, taking minutes, and distributing action items.  
• Ensure accuracy and consistency of all documents produced by the ECIC.  
• Review and proofread documents to maintain quality standards.
• Familiarize and adhere to the ECIC’s operations structure to ensure adherence to policies, procedures, and directives. 
• Conduct regular audits to verify compliance and identify areas for improvement. 
• Develop logistical and tracking mechanisms to ensure effectiveness, including creating spreadsheets for use by the ECIC team. 
• Design systems to streamline processes and improve efficiency in tracking tasks and projects. 
• Develop, initiate, and maintain efficient office procedures and policies in collaboration with the operations coordinator. 
• Participate in budget preparation and assist with budget controls as directed. 
• Support the management of ECIC unit budget accounts, including tracking expenditures, and ensuring compliance with financial regulations. 
• Prepare and review financial documents such as requisitions, purchase orders, reimbursements, and travel authorizations. 
• Ensure accuracy and completeness of financial records and documentation. 
• Attend budget and operations meetings and flag items for follow-up as necessary. 
• Assist in the creation, updating, and maintenance of early childhood-related professional service contracts, agreements, and memorandums of understanding.
• Support vendors/contractors in completing the contracting process, including assisting with applications, vendor IDs, and drafting contractual documents. 
• Provide guidance and assistance to the ECIC team in navigating the Request for Proposals (RFP) and Request for Applications (RFA) processes. 
• Provide support in writing scopes, drafting RFP/RFA documents, preparing scoring rubrics, and facilitating contract negotiations and awards. 
• Coordinate with stakeholders to ensure compliance with procurement policies and regulations throughout the contract management and procurement process.

• Excellent interpersonal, oral, and written communication skills. 
• Superior ability to problem-solve effectively and efficiently, while anticipating any potential barriers ahead of time before they effect project/program/reporting timelines. Ability to work in a fast-paced environment. 
• Excellent time management skills, with the ability to consistently produce results when up against tight deadlines. 
• The individual will be versatile, have technological, organizational, clerical, and writing skills, and will create and maintain a positive tone throughout the team. 
• Perform other tasks that may be assigned by the ECIC, Operations Officer. 
• Be familiar with the mission of DSU as a Historically Black College and University (HBCU).

• Associate Degree in Business Management or a related field (early childhood administration) or equivalent experience preferred. 
• 1-3 years of office management experience preferred. 
• 1-3 years of successful experience in office managing, analyzing, and reporting using Microsoft Excel, Microsoft Word, and Canva preferred. 

The criteria for evaluation in this position include, but are not limited to, the following:

• Demonstrated knowledge of the DSU core values. 
• Demonstrated ability to manage the day-to-day administrative needs of the ECIC. 
• Demonstrated strong customer service.

EEO Statement

Delaware State University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information, or any other characteristic protected by state or federal law. The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply.

Equal opportunity employer/program'' and “auxiliary aids and services are available upon request to individuals with disabilities''.