Administrative Specialist-OTP, FSLL
Apply now Job no: 500268
College / VP Area: Vice President for Student Life
Work type: Staff
Location: Newark
Categories: Student Affairs & Services, Full Time
PAY GRADE: 29E
CONTEXT OF THE JOB :
Fraternity and Sorority Leadership and Learning (FSLL) and Orientation &
Transition Programs (OTP) are part of the Division of Student Life, which
contributes and facilitates critical learning and development within healthy,
inclusive, and supportive communities so that all students may thrive at UD
and beyond. FSLL serves as the center for advising and educating members of
the University of Delaware fraternity and sorority community. The fraternity
and sorority community play a powerful role in individual member development
and the larger campus culture. OTP supports students and their families in
their successful entry into the UD community, ensuring a seamless transition
to university life. OTP designs distinctive programs for all new undergraduate
students, which provide critical information, resources, and connections to
the broader campus community.
Under the general direction of the Directors of FSLL and OTP, the
Administrative Specialist will support the overall administration of FSLL and
OTP, perform complex administrative duties, and prioritize and resolve
administrative issues. In addition, the Administrative Specialist will provide
program and event support, coordinating administrative aspects of special
programs and events. Overall, a high level of independent judgment, initiative
and problem-solving skills are required. This position performs essential
functions and has vacation restrictions and expectations for availability
during peak periods as pertains to business needs.
MAJOR RESPONSIBILITIES :
Provide administrative support to the OTP and FSLL Directors, departments,
Division of Student Life, and the University of Delaware's strategic
initiatives.
Maintain and continuously improve administrative functioning through refined
office management strategies, addressing and resolving in-office issues.
Act as the HR liaison for FSLL and OTP, assisting with recruitment,
onboarding, and payroll for all employee types. Ensure understanding and
compliance with HR policies. Serve as the first point of contact for FSLL
and OTP. Greet and direct members of the UD community, and guests, receive
and direct phone calls, and provide general information about the FSLL and
OTP departments to resolve questions and problems.
Manage electronic communications, including general FSLL and OTP email
inboxes and Student Live virtual chat.
Respond daily to email messages and inquiries, answer routine and non-
routine questions, initiate fact finding to resolve issues, and refer more
complex questions or issues to the appropriate staff members.
Assist with communication of highly sensitive and confidential
information.
Maintain and manage the calendars of the OTP and FSLL Directors, in
addition to coordinating departmental meetings.
Apply knowledge of administrative procedures and policies, communication
skills and professional customer service to assist the Directors with
overall departmental operations and compliance with issues of a diverse
and complex nature.
Oversee office equipment, maintenance, supplies, and order placement.
Complete support webforms requests for facilities, IT, and other needs.
Handle record and file management of confidential materials, coordinating with
university partners for proper retention and destruction.
Work from Newark, DE, alternating between two on-campus offices;
flexibility for occasional mandatory events, evening and weekend hours is
required.
Supervise part-time employees assigned student workers.
Perform job-related duties as assigned.
OTP specific responsibilities:
Provide general administrative and logistical support for Orientation and
Transition Programs.
Coordinate event space reservations, conference needs, vendor orders,
catering, and transportation.
Communicate program details with campus partners.
Coordinate and initiate vendor orders and payment processing.
Assist with on-site event management for more than 20 orientation events
as well as provide event support for UD Welcome Days programs and Parent
and Family Engagement, addressing any issues that arise.
Assist in coordination of student staff recruitment and interview
processes, including developing recruitment materials, coordinating space
and supplies, and interview scheduling.
Assist Director in administration and management of Slate in coordination
with Admissions for orientation registration.
Process payments and reimbursements for guest fees.
Manage database of orientation events, provide registration reports to
academic partners, and address issues with data integrity.
FSLL specific responsibilities:
Conduct financial training for fraternity and sorority treasurers,
complete deposits and oversee monthly statement reconciliations.
Maintain and report on membership, conduct, required training and academic
data for 50+ chapters with more than 5,000 members.
Oversee the FSLL Accreditation Program, including material development,
submission reviews, and data reports related to compliance inquiries.
Coordinate Fraternity & Sorority Life events and trainings, ensuring
timely communication with stakeholders.
Serve as the primary point of contact for questions about accreditation
compliance progress and make referrals to appropriate staff as needed.
Coordinate Fraternity & Sorority Life events and trainings, ensuring
timely communication with stakeholders.
Support Interfraternity and Panhellenic Council recruitment and maintain
communication channels with chapter officers and advisors. Provide policy
information to councils and groups.
Review and coordinate website updates with particular attention on
recruitment information, score cards, and chapter disciplinary status.
QUALIFICATIONS :
Bachelor's degree in business administration or other job-related field
and three years of job-related experience, or an equivalent combination of
education and experience. University experience preferred.
Excellent organizational skills and attention to detail, with ability to
operate independently and to use sound judgment, initiative, and
discretion in all interactions.
Extensive knowledge of and demonstrated leadership in office practices and
procedures as well as the principles and practices of office management.
Effective interpersonal, oral, and written skills.
Ability to collaborate and work successfully in a team environment.
Proficiency in the Windows environment, Microsoft Office, and experience
with Google apps. Familiarity with Zoom and other virtual platforms and
messaging apps.
Excellent customer service skills, knowledge of principles and practices
of superior customer service.
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.
Demonstrates an understanding and consideration of the differing needs and
concerns of individuals with varying identities, cultures, and
backgrounds.
Ability to manage multiple projects concurrently, establish planning
process/priorities and meet deadlines.
Ability to handle sensitive and confidential information.
Ability to understand, explain and apply University policies, rules,
regulations, and procedures.
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
