Operations Visa Sponsorship Jobs in Delaware

General Description of the Position

The Operations Navigator for Finance and Office Operations is responsible for overseeing and managing financial operations, contracts, administrative processes, and personnel-related operational workflows for the Early Childhood Innovation Center (ECIC). This position works closely with program staff, the operations Coordinator, and the Operations Officer to ensure that all financial activities, agreements, documentation, and operational personnel processes align with university, state, and grant requirements.

This role plays a critical function in translating programmatic needs into clearly defined scopes of work, ensuring all deliverables, timelines, and payment structures are accurately documented and executed. The Operations Navigator also serves as a liaison with Delaware State University Finance, supporting payment processing, resolving vendor inquiries, and maintaining financial compliance across ECIC initiatives.

In addition, this role provides day-to-day operational oversight of the ECIC’s Program Support Associates, ensuring administrative processes are executed accurately, efficiently, and in alignment with established procedures. This includes reviewing, proofing, and supporting administrative work related to financial and operational processes. The position also supports the compilation and analysis of program data and assists in the development of operational policies and procedures as needed.

Essential Functions & Required Knowledge, Skills and Abilities

The following are the functions essential to performing this job:

• Provide day-to-day operational oversight of Program Support Associates, ensuring all administrative work across the office is completed accurately, efficiently, and in alignment with established processes.
• Oversee and coordinate administrative workflow across the team, including prioritization, task distribution, and monitoring of workload to ensure deadlines are met and operational responsibilities are completed effectively.
• Review, proof, and approve administrative work prior to submission, including travel requests, reimbursements, documentation, and other operational materials, ensuring accuracy and compliance with established procedures.
• Ensure Program Support Associates adhere to standard processes for documentation, tracking, and submission of all operational items across program areas.
• Provide training, guidance, and troubleshooting support to Program Support Associates related to administrative processes, financial documentation, and office workflows to ensure consistency and quality of work.
• Identify process gaps or inefficiencies in administrative workflows and recommend improvements to strengthen overall office operations.
• Collaborate with program staff, the Operations Coordinator, and the Operations Officer to develop and refine scopes of work, ensuring all programmatic, financial, and contractual elements are clearly defined and aligned.
• Draft, edit, and manage contracts, Memorandums of Understanding (MOUs), and other agreements, ensuring inclusion of deliverables, timelines, and payment schedules.
• Coordinate with Delaware State University Finance to process invoices, vouchers, and payments in accordance with university and state policies.
• Monitor and track vendor payments, identify delays or discrepancies, and work with DSU Accounts Payable to resolve issues.
• Serve as the primary point of contact for vendor payment inquiries and related concerns.
• Support budget tracking and reconciliation activities, ensuring expenditures align with funding allocations.
• Assist with procurement processes, including preparation and routing of required documentation and approvals.
• Maintain complete and accurate financial and operational documentation to support compliance, audits, and reporting requirements.
• Maintain organized records of contracts, financial transactions, and supporting documentation.
• Compile and analyze program data related to financial activity, expenditures, and program operations to support reporting and decision-making.
• Assist the Operations Coordinator in drafting and refining operational policies and procedures as needed.
• Support audit preparation and ensure readiness through proper documentation and compliance practices.
• Provide overflow operational support for application review and processing activities when needed, including reviewing participant documentation, verifying eligibility requirements, assisting with application troubleshooting, supporting participant movement between cohorts or programs, updating operational tracking systems, and coordinating with program and operational staff to ensure timely workflow completion across ECIC initiatives.
• Collaborate with internal and external stakeholders to ensure timely and accurate execution of financial, contractual, and operational processes.
• Coordinate personnel-related operational processes for the ECIC, including support for recruitment, hiring workflows, onboarding logistics, payroll funding adjustment documentation, leave monitoring activities, and operational coordination with Delaware State University Human Resources.
• Prepare and submit position requests through the Delaware State University critical hire process and monitor position postings and hiring activity within the NEOED system.
• Assist with hiring workflows by coordinating interview logistics, tracking applicant progression, processing approval-to-hire documentation, routing approved hires through university systems, and serving as a liaison with Human Resources regarding hiring and onboarding processes.
• Prepare and process payroll funding adjustment documents and related personnel funding documentation to ensure salary allocations are accurately charged to appropriate grants, programs, and funding sources.
• Coordinate with Program Support Associates to support leave balance monitoring, interview scheduling communications, and other personnel-related administrative processes.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities

• Strong knowledge of financial operations, budgeting, and contract administration.
• Ability to interpret and apply university, state, and grant-related policies and procedures.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Strong analytical skills, including the ability to compile and interpret data.
• Strong problem-solving skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, including Microsoft Word, Microsoft Teams, and advanced proficiency in Microsoft Excel, including the ability to maintain, analyze, track, reconcile, and interpret data across multiple systems and spreadsheets.
• Ability to oversee, guide, and support administrative staff in day-to-day operations.
• Ability to review and ensure accuracy of administrative and financial documentation.
• Ability to identify process improvements and implement operational efficiencies.
• Ability to maintain confidentiality and handle sensitive information.
• Knowledge of personnel-related operational processes, hiring workflows, and university HR procedures preferred.

Qualification Standards

• Education: Associate’s degree required; bachelor’s degree in business administration, Finance, Accounting, or a related field preferred. Equivalent experience may be considered.
• Experience: Three (3) or more years of experience in financial operations, contracts, administrative management, or preferred data-related work.
• Experience with state, university, or grant-funded programs preferred.

Performance Standards & EEO Statement

• Demonstrated knowledge of DSU fundamentals.
• Accuracy and timeliness of financial processing and documentation.
• Quality and accuracy of reviewed and approved administrative work.
• Ability to effectively oversee and support Program Support Associates.
• Ability to compile and analyze data to support program operations.
• Effective resolution of financial and vendor-related issues.
• Compliance with financial policies and procedures.
• Reliable attendance and work performance.

EEO Statement

Delaware State University is an Equal Opportunity Employer. The University does not discriminate on the basis of gender, race, religion, age, national origin, color, marital status, sexual orientation, citizenship or disability, veteran or military status, gender identity or genetic information. Auxiliary aids and services are available upon request to individuals with disabilities. The University is committed to the policy of equal employment opportunity in recruitment, hiring, career advancement, and all other employment practices.