Administrative Specialist, Office of the Dean of Students

University of Delaware
September 18, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A
Administrative Specialist, Office of the Dean of Students

Apply now Job no: 500262 College / VP Area: Vice President for Student Life Work type: Staff Location: Newark Categories: Administrative Support, Full Time



Under the general direction of the Director, Case Management & Student Advocacy/Associate Dean of Students, the Administrative Specialist oversees and coordinates the Office of the Dean of Students' activities and provides complex administrative support and other project-related and case management support to the office including financial and human resources functions. The primary emphasis is on handling and preparing sensitive information, files and policy-related matters of a highly confidential nature requiring the utmost discretion and tact in guarding confidentiality. The Administrative Specialist provides administrative support to ensure that the strategic and operational initiatives of the unit are implemented. A high level of independent judgment, initiative, and problem-solving skills are required. The Administrative Specialist provides recommendations to enhance the organizational effectiveness of the office and its mission and is responsible for facilitating rapid and appropriate information flow between the Office of the Dean of Students and various constituents, including students, staff, faculty, families, and the public.


  • Oversee the day-to-day administrative operation for the Office of the Dean of Students
  • Supervision and training of miscellaneous wage employees and student workers to support the functions of the office.
  • Manage calendars, coordinate, and schedule meetings, and make decisions regarding meeting and time request priority.
  • Reserve meeting and event spaces, organize and prepare meeting agendas and presentation materials and maintain meeting minutes.
  • Create event and marketing materials and coordinate student outreach and communication and other special projects as needed.
  • Coordinate the contact for the deans and a point of contact for the Office of the Dean of Students, including walk-ins, phone calls and correspondence. Respond to routine and non-routine inquiries. Initiate fact-finding to resolve issues independently. Refer students and parents to appropriate University offices for assistance.
  • Respond to routine and non-routine inquiries to resolve issues independently and refer students and parents to appropriate University offices for assistance.
  • Provide back-up response to the office phone calls, e-mails and Blue Hen Success referrals when the Administrative Assistant is unavailable.
  • Develop, analyze and maintain administrative and office management strategies to ensure optimum administrative functioning.
  • Provide budgetary oversight for the Student Crisis Fund. Establish and develop new financial and operational systems to provide efficient and accurate tracking of financial data utilizing university financial reporting systems such as UDataGlance.
  • Complete all administrative functions for financial transactions and ensure accuracy and timeliness.
  • Oversee procurement processes and ensure compliance with University policies; serve as department Concur liaison; train new staff on proper procedures; serve as card administrator for department credit card holders and assist staff with travel needs.
  • Utilize University credit cards to purchase goods and services; maintain proper expense documentation records, prepare expense reports; manage vendor payments.
  • Manage office equipment and supplies, including equipment maintenance and contracts, monitoring office supplies inventory, and placing orders.
  • Complete webforms for facilities requests, IT support, confidential shredding, and other office support needs.
  • Gather information, compile data, and prepare a variety of required reports.
  • Serve as the Human Resources (HR) Liaison supporting the human resources department by aiding with hiring, onboarding, payroll, personnel databases and other duties for non-benefited employees.
  • Manage WorkForce to track time off for staff members and prepare payroll for work study students and/or miscellaneous wage employees, ensuring compliance with University policies.
  • Prepare, draft, edit, and distribute a variety of highly confidential, specialized, and recurrent reports and correspondence.
  • Assist in the implementation of the Response to Student Death Protocol, including notifying University offices, supporting University processes for financial refunds, arranging student needs such as transportation to services and on campus memorial events, communication with the family of the deceased student, and other steps as needed.
  • Collaborate on and regularly update a procedures manual for the administrative functions of the department.
  • Ensure office administrative coverage during normal business hours.
  • Attend related meetings events and training programs as required.
  • Greet students, visitors, and guests; determine the purpose of each person's visit and direct or escort them to the appropriate location.
  • Answer, screen, and direct phone calls to staff; take messages and schedule appointments.
  • Receive mail, documents, packages, and courier deliveries and deliver or distribute items.
  • Perform job-related duties as assigned.

  • Bachelor's degree in business administration or other job-related discipline and three years job-related experience supporting an executive, or equivalent combination of education and experience.
  • Proficiency in the Windows environment, Microsoft Office (Access, Excel, PowerPoint, Word, Outlook) and with Google Drive apps such as docs, sheets, slides and forms as well as experience with electronic communication and internet research.
  • Advanced knowledge of administrative support practices and knowledge of principles and practices of general administration.
  • Effective interpersonal, oral and written communication skills.
  • Effective organizational skills and attention to detail, with ability to operate independently and to use sound judgment, initiative and discretion in all interactions with constituents.
  • Ability to build positive and effective relationships with colleagues, families, and student leaders across the University.
  • Ability to react calmly and effectively in emergency situations.
  • Ability to take initiative for projects and development of services.
  • Independent judgment to plan, prioritize and organize a diversified workload with attention to detail.
  • Ability to collaborate and work successfully in a team environment.
  • Ability to work effectively with a wide range of constituencies in a diverse community and rapidly changing technical environment.
  • Commitment to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.
  • Special Requirements:

  • Must be available to work flexible hours that will include some evenings and weekends.
  • Notice of Non-Discrimination, Equal Opportunity and Affirmative Action The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

    Applications close: Open until filled

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