University of Delaware
Equal Employment Opportunity Statement
The University of Delaware is an Equal Opportunity Employer which
encourages applications from Minority Group Members, Women,
Individuals with Disabilities and Veterans. The University's Notice
of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html
Administrative Support, Full Time,
PAY GRADE: 29E
CONTEXT OF THE JOB:
The Data Science Institute (DSI) is a newly established institute
at the University of Delaware to accelerate research in data
science. Serving as a hub for interdisciplinary research,
collaboration and excellence, the Institute brings together faculty
and students from seven colleges across campus to work effectively
with big data and address problems and opportunities facing
society-from health sciences, physical sciences, environmental
sciences, to behavioral and social sciences and public policy. The
Institute will further involve partnerships with industry and other
institutions in the region. DSI staff will be committed to being
proactive in solving problems, serving the needs of the faculty and
research groups that rely on DSI, and performing all duties
efficiently, with careful attention to detail, and with priority on
issues that support the Institute's mission and the team.
Under limited supervision, the Assistant to the Director will
perform complex administrative duties and provide the most
efficient and effective administrative support and service to DSI.
He/she also ensures compliance with internal and external
administrative policies and procedures as well as prioritizes and
resolves administrative issues. A high level of independent
judgment, initiative, and problem-solving skills are
• Serve as the first point of contact for DSI,
interacting with a diverse audience, including University of
Delaware faculty, staff and students, academic and industrial
partners, guests to DSI, and other constituents in the.
• Provide administrative support to the Director, other members of
the leadership team, and Institute staff as needed.
• Perform routine and non-routine administrative duties as
assigned, ensuring confidentiality, and complying with established
deadlines and work standards. Oversees the day-to-day operations of
the Data Science Institute and performs a broad range of
administrative details of highly complex and confidential nature on
a regular basis.
• Review, interpret, recommend and implement University policies to
ensure effective administration within the Institute; identifies
and resolves issues regarding administrative matters. Develops and
maintains administrative and office management systems, implements
new strategies and procedures.
• Support institutional grant applications by collecting,
compiling, and editing required documents. Participate in
pre-submission meetings to facilitate and coordinate proposal
timelines and provide document templates as needed.
• Ability to work under limited supervision, obtain necessary
information from appropriate source(s) to complete assigned tasks,
and share information with others as needed.
• Prioritize, arrange, and coordinate Director's meetings with
leaders in the academic, public, private, and government sectors.
Develop and prepare presentations and meeting information. Attend
meetings when the Director has a schedule conflict.
• Assist with planning and coordinating events, seminars,
workshops, and meetings hosted/co-hosted by DSI. This includes
scheduling the facilities, making travel arrangements, and managing
registration for events. event logistics including menus and
technical requirements, sending out invitations and tracking RSVPs,
determining staffing needs, coordinating with guest speakers,
honorees and special guests, providing on-site supervision, and
processing honorariums and reimbursements.
• Manage existing websites, including participation in the
development of website content and perform routine social media and
website updates, including event/training registrations and
calendar updates. Manages the Director's and senior staff
calendars, evaluates appointment requests, and directs to
appropriate offices. Responds to situations that require a high
degree of sensitivity and confidentiality on matters affecting the
Data Science Institute, and research programs under the umbrella of
• Maintain and secure a variety of files and data, including
mailing and e-mail distribution lists, constituent contacts, event
details, inventory information, etc.
• Maintain schedules and prioritize use of conference rooms.
Maintain current knowledge of the A/V technology and effectively
instruct participants on use to include Microsoft Teams and
• Processes Web Forms, e.g., journal vouchers (JVs), procurement
requisitions, reimbursements, honorariums, and other required
administrative documents and forms for the unit.
• Assist with various administrative responsibilities in support of
the operation of the Institute including but are not limited to
maintain office supplies and key inventories; complete, process and
maintain paperwork for purchasing (e.g., orders, requisitions, and
invoices); maintain time and attendance; reconcile accounts; take
and distribute meeting minutes; and develop new office forms and
• Compose routine and non-routine letters, memos, presentations and
other correspondence, reports and documents for the Director.
Collaborate with the Director and senior staff on internal and
external requests for information, research necessary data, and
compose drafts and documents prior to submitting for review and
• Coordinate and attend various sessions and institutional
meetings. Develop agendas, organize guest presentations and
attendance, develop accurate meeting minutes, and follow up on
• Receive and screen incoming calls, correspondence, forms, and
• Perform other job-related duties as assigned.
• Bachelor's degree in Business or related field with three years'
related experience, or a combination of education and/or
• Experience supporting a senior executive.
• Ability to represent the Institute to a wide variety of personnel
in an effective and professional manner.
• Ability to analyze and interpret data and make independent
decisions, plan, assign and evaluate the work of others.
• Ability to use advanced word processing, spreadsheet, database,
presentation and financial/budget management software; and ability
to learn new software features as technologies evolve.
• Ability to accurately interpret and apply institutional, state,
and federal policies related to fiscal and personnel record
• Ability to be flexible, work independently, have high
accountability for a large volume of work, and handle multiple
• Ability to show initiative and to demonstrate a high degree of
confidentiality and discretion and problem-solving strongly
• Effective oral and written communication skills, organizational
skills, and interpersonal and customer service skills.
• Advanced knowledge of the principles and practices of office
management and general administration.
• Demonstrates an understanding and consideration of the differing
needs and concerns of individuals with varying identities,
cultures, and backgrounds.
• Committed to fostering a workplace culture of belonging, where
diversity is celebrated and equity is a core value.
Notice of Non-Discrimination, Equal Opportunity and Affirmative
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