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
PAY GRADE: 29E
CONTEXT OF THE JOB:
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.
MAJOR RESPONSIBILITIES:
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.
QUALIFICATIONS:
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
