Program Assistant, Anatomical Donor Program

PAY GRADE: 28N

CONTEXT OF THE JOB: Under general supervision of the Business Administrator, the Program Assistant, Anatomical Donor Program provides a range of administrative support to the Department of Physical Therapy and Anatomical Donor Program.

MAJOR RESPONSIBILITIES:

Anatomical Donor Program

• Manage all documentation, donor questions and billing for the Anatomical Donor Program.

• Maintain relationships and time sensitive inquires with funeral homes, hospice, and hospitals

• Maintain and update donor registry information for Funeral Homes, State of Delaware Hospice, and State of Delaware Social Workers with Nursing Facilities, Christiana Care and Hospice Facilities.

• Process all legal paperwork required for new donors joining the program.

• Transport cadavers in and out of the Anatomy Lab prior to increased personnel being in the building.

• Create and mail all anatomical gift thank you letters and donor cards.

• Manage all supplies for the Anatomy Lab.

• Address issues in the lab, including repairs for the morgue and cadaver lift.

• Manage arrangements for Annual Service of Gratitude Memorial.

• Coordinate and manage content updates on the Anatomical Donor website to ensure all forms, requirements and documentation are up to date, following UD digital best practices and working in partnership with the CHS communications team.

Procurement Responsibilities

• Serve as department point of contact for UDX.

• Serve as shopper and requester for departmental and class lab supplies, equipment, maintenance and contracts as well as manages inventory and vendor competitive bid to meet supply demands and competitive pricing, etc.

• Complete requests for honoraria and award payments as well as reimbursement requests.

• Complete Research Participant Forms, Cash Transmittals, POs, JV’s, Payments to Vendor, software license renewals, etc.

• Allocate Concur credit card expenses for the department as well as travel requests for faculty and students this includes oversight of all aspects of the credit card administration, including completing credit card request forms for new employees, cancelling cards, ensuring proper documentation of expenses and receipts. Assist faculty in Concur to ensure reports are on-time and in compliance.

• Provide Concur training to new faculty, staff and students.

• Verify allowable transactions for grants as necessary and saving documentation to electronic shared drives requirements as well as department and UD policies.

• Maintain sufficient documentation for internal/external audits.

• Manage department asset inventory, affix inventory tags to capital equipment, track maintenance contracts and warranty schedule for renewals.

• Lead the annual UD equipment survey as well as UD annual space survey through up-to-date tracking of employee space usage.

• Perform other related duties and/or assist with special projects as assigned.

QUALIFICATIONS:

• High school diploma and four years of related experience, or an equivalent combination of education and experience.

• Ability to handle information and documentation that are of a confidential and highly sensitive nature.

• Commitment to ensuring confidentiality and privacy are recognized and preserved.

• Effective organizational skills and attention to detail.

• Effective communication and interpersonal skills.

• Ability to interact well with people of diverse backgrounds.

• Ability to work independently with limited supervision and to use sound judgment.

• Ability to analyze and interpret data, make independent decisions, prioritize appropriately and handle multiple assignments concurrently.

• Proficiency and experience with Microsoft Office applications including Outlook, MS Word, MS Excel, MS PowerPoint or comparable software programs.

• Excellent interpersonal, written and oral communication skills.

• Ability to prioritize work requirements and handle multiple assignments concurrently.

• Experience working in higher education strongly preferred.