Assistant to the Provost

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


Job No: 499396
Work Type: Staff
Location: Newark
Categories: Administrative Support, Full Time


Pay Grade: 31E

Context of the Job:

The Assistant to the Provost reports to and works in direct support of the Provost. Under general direction, the Assistant to the Provost exercises initiative and independent judgement to provide high-level administrative support to ensure that the operational initiatives of the Provost are implemented in an effective, efficient, and timely manner.

The Office of the Provost is directly responsible for the academic mission of the University, enabling research, education and impact, and facilitating the success of the University's faculty and students. The Provost's direct reports include all ten Deans, the Vice President for Enrollment Management, the Vice Provost for Libraries, Museum and Press, the Vice Provost for Faculty Affairs, the Interim Vice Provost for Undergraduate Education, and the Vice Provost for Academic Programs and University Initiatives. The Assistant to the Provost interacts regularly with these units and their staffs in support of the Provost's responsibilities.

Major Responsibilities:

Administrative/Executive Support

• Fully manage and lead all aspects of confidential and complex actions and projects on behalf of the Provost and constituents and direct reports. Items include operations and workflow management; preparation of confidential documents related to personnel matters; policy/procedure development or revision; problem-solving, fact-finding and background research; data collection and analysis; special events planning or assistance; communications and collateral development; and correspondence with a variety of constituencies (faculty, staff, parents, alumni, etc.).
• Serve as liaison between the Provost and various internal and external constituencies. Manage complex calendars for the Provost, ensuring responsive and timely scheduling and continual communication with myriad campus and off-campus collaborators. Strategically evaluate competing requests and priorities. Ensure calendars are updated continually, all details provided, and changes communicated to the Provost.
• Provide high-level daily support to the Provost, ensuring all travel and meeting arrangements are complete in terms of creation/compiling of documents, background information, remarks, logistical details, etc.
• Manage the UD-Provost email inbox, triaging messages, gathering background information and providing recommended responses to the Provost.
• Plan, organize, schedule, and implement logistics and agendas for the Provost's key meetings, including the Dean's Council, Provost Cabinet, and Provost Team. Distribute communications, agenda, and minutes.
• Perform a broad range of administrative functions of a highly complex and confidential nature on a regular basis including drafting, processing and maintaining memos, reports, letters, documents and presentations on behalf of the President and Provost.
• Provide general office support as part of an administrative team, ensuring optimal office management and operations at the direction of the Provost.

Communications and Events

• Manage numerous speaking requests for the Provost by serving as point of contact, gathering background information through a monitored and updated request form and by managing follow-through with the Office's Communications Specialist.
• Manage high-level events for the Provost's Office in collaboration with other campus units, e.g., Alison/Named Professor Dinner, Alison Lecture, Unidel visits and special events, and other special senior-level receptions and events.

Strategic Support and Project Management

• Navigate UD processes, offices, and practices to analyze and resolve complex issues that impact the Office of the Provost and/or its portfolio.
• Serve as Provost's Office liaison for all Board of Trustees matters, including ensuring accuracy and receipt of meeting and retreat scheduling and details and presentation information and expectations from the Secretary's Office. Manage and execute the production of the semi-annual Academic Affairs Board of Trustees meeting booklet.
• Coordinate all executive searches for positions reporting to the Provost or for which the Provost is the coordinating office. Work with Human Resources, search firms, and the Provost to coordinate all meetings, outreach, communications and logistics.
• Develop processes and procedures to ensure maximum efficiency, high productivity and optimal constituent experiences.
• Perform miscellaneous job-related duties as assigned.

Qualifications:

• Bachelor's degree and four years of job-related experience, or equivalent combination of education and/or experience.
• Experience initiating and managing complex projects with multiple layers and challenges.
• Strong organizational and time-management skills, with ability to initiate and manage multiple, complex projects and tasks simultaneously.
• Advanced experience in MS Word, MS PowerPoint and MS Excel. Experience with Qualtrics is a plus.
• Advanced experience with using MS Outlook to manage complex calendars and schedule large-group meetings.
• Event-planning experience, preferably in an academic environment.
• Strong writing and editing/proofreading skills and ability to compose effective communications on behalf of senior administrators.
• Exceptional interpersonal and oral communication skills and ability to interact well with people of diverse backgrounds.
• Positive can-do attitude and demonstrated ability to be part of a high-performing, collaborative team.
• Flexibility and the willingness to change course when urgent matters and unexpected changes occur.
• Ability to problem-solve, act independently and use sound judgment, initiative and discretion in all interactions.
• Knowledge of University policies and procedures; colleges and units.
• Familiarity with the Concur procurement system is a plus.
• Ability to ensure and maintain the utmost confidentiality and discretion.
• 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.

Special Requirements:

• Some evening and weekend work may be necessary.

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:

PI193130848