Administrative Specialist, Physical Therapy

Grade: 29E

Context of the Job:

Under limited supervision of the Business Administrator, the Administrative Specialist provides a full range of routine and specialized administrative support that requires initiative, judgment and discretion. The Administrative Specialist performs payroll functions related to departmental employees, internal/external guest lecturers, instructors and clinicians. The Administrative Specialist is proactive, customer-service driven, demonstrates exceptional attention to detail, and utilizes effective organization skills to meet concurrent deadlines in a results-driven environment.

The University of Delaware Physical Therapy Department is a top-ranked program by US News & World Report. The Department includes 47 faculty and professionals including 14 PhD faculty with independent research lines, approximately 180 professional students pursuing a Doctor of Physical Therapy (DPT) degree, and 25 graduate students pursuing a PhD in Biomechanics and Movement Science (BIOMS). 

 Major Responsibilities:

• Process pay-related webforms for employees and non-employees ensuring that individuals are paid accurately, timely, and in accordance with Department and University policies (e.g., S-contract, Additional Assignment, JED, Payment to Individual).
• Monitor and approve hours for miscellaneous wage employees ensuring compliance with ACA regulations and University policies.
• Initiate hiring process for non-benefited employees and visiting scholars; coordinate criminal background checks; conduct onboarding; submit required forms and documents in a timely manner to ensure that new employees are hired expeditiously.
• Submit webforms required to accurately fund graduate students (e.g., GSCRF, SFAF, SACR, SAFC); track and monitor webforms throughout the approval process to ensure timely processing.
• Compile data from course planning spreadsheets to develop pay schedules for faculty, guest lecturers, lab/classroom assistants, and clinicians based on departmental procedures and policies; update spreadsheets throughout the semesters and special sessions; generate reports as needed.  
• Assist personnel with human resources and payroll activities, maintaining strict confidentiality; take initiative to troubleshoot level-appropriate matters and escalate issues to the Business Administrator as needed.
• Manage and Process Affiliate and Secondary faculty appointment and applications.
• Process quarterly invoices and FIN Bill Non-Students Forms for Residency hours above and beyond contracts for BIOMS IPO students.
• Track expenditures for students funded via the Department’s Training Grant to ensure proper allocation of tuition, stipend, travel, Fees and Health Insurance, and other expenses; process SACRs to pay student fees in accordance with grant guidelines.
• Process contracts for LEND Traineeship with the Center for Disabilities Studies.
• Under limited direction of the DPT Program Director, track and oversee DPT Peer Tutoring assignments. Including applications, onboarding, tutoring assignments, etc.
• Process reimbursements for employees and non-employees.
• Maintain sufficient documentation for internal/external audits.
• Assist with compiling and updating information for reporting purposes as needed. Including, but not limited to, SEMU, Auto Termination Reports, Protection of Minors, etc.
• Provide administrative support to faulty, as needed.
• Provide back-up support to other office administrative staff, as needed.
• Assist with departmental events, as needed.
• Maintain accurate and updated files in accordance with university policies.
• Perform other job-related duties and/or assist with special projects as assigned.

 

Qualifications:

• Bachelor’s degree and three years of experience, or an equivalent combination of education and experience.
• Knowledge of University human resources and payroll policies and procedures preferred.
• Proficiency in Excel, Word and Outlook.
• Ability to effectively analyze and interpret data.
• Exceptional attention to detail and ability to deliver accurate results in a fast-paced, deadline-driven environment with minimal supervision.
• Excellent communication and interpersonal skills.
• Ability to interact with people of diverse backgrounds.
• Ability to make decisions and judgments in keeping with the level of the position.
• Ability to prioritize appropriately and handle multiple assignments concurrently.
• Self-motivation, initiative and effective organization skills.