Assistant to the Dean, College of Earth, Ocean, and Environment (CEOE)

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: 499411
Work Type: Staff
Location: Newark/Hybrid
Categories: Administrative Support, Full Time


PAY GRADE: 29E

CONTEXT OF THE JOB

The College of Earth, Ocean, and Environment (CEOE) is an intensive research and teaching college, which includes the Delaware Sea Grant Program. The faculty and research personnel produce $12M in externally sponsored research expenditures and engage in research, education and outreach efforts at the national and international level. On a regular basis, this position interfaces with faculty, students, University of Delaware (UD) offices, representatives of government, industry, and other institutions. Under limited supervision of the College Business Officer and Dean, this position is responsible for the management and oversight of all administrative and general office functions within the Dean's office. This position manages the myriad of demands and conflicts for the Dean, Deputy Dean and Business Officer's schedules and provides high level administrative support to proactively anticipate the Deans' needs and to successfully achieve the most effective and efficient administration.

MAJOR RESPONSIBILITIES

• Oversees the day-to-day operations of the Dean's Office. Performs broad range of administrative details of highly complex and confidential nature on a regular basis.
• Manages ProCard administration for Dean's Office, and college units including Delaware Sea Grant, Marine Advisory Services. Verifies that ProCard expenditures are charged to appropriate budgets and confirms funds are available prior to processing credit card allocations. Reviews charges to ensure they are allowable in accordance with agency regulations and guidelines. Ensures back up documentation is properly filed and available for audit or grant close out reporting.
• Plans and supervises special events for the Dean's Office scheduling with all appropriate constituents, selects venues and coordinates with vendors (i.e. caterers, hotels, University facilities) prepares budgets, selects menus, determines and orders necessary technical support, prepares guest lists and distributes invitations and tracks responses, determines and supervises staffing, coordinates with speakers, honorees and special guests to include high ranking dignitaries outside the University many at a National and International level, responds to inquiries and problems, and provides on-site supervision of events.
• Assists the Dean with development and fundraising efforts for the College to include making travel arrangements to meet with donors, assembles information packets for Dean's meetings with donors, and coordinates donor visits to the College. Organizes college development activities to include the annual national alumni gatherings, Fall and Spring Dean's Advisory Council meeting, and other special development functions.
• Manages fiscal affairs (supplies and expenses, conference and meeting travel, Dean's discretionary account, recruiting and moving, and other expenses) of the Dean's office. Plans budget and performs expenditure and cost analysis procedures for expense payments. Assists in developing systems to improve fiscal control and processing. Directs the administration of transportation, lodging, and meal coordination for travel, meetings, and conferences.
• Originates and submits Web Forms e.g., journal vouchers (JVs), Business Expense Reimbursements (BERs), procurement requisitions, cash transmittals, Personnel Information Forms (PIFs) and other required administrative documents and forms for the unit.
• Responsible for reviewing and approving bi-weekly hours in UD Workforce for non-benefitted positions within the Dean's Office.
• Manages and coordinates all searches chaired by the Deans.
• Coordinates with the Student Success Center on student activities and events all including Honors Day, Deans List Dinner, commencement and convocation.
• Under the guidance of the SBO, review, update, and streamline administrative procedures in the college.
• At the direction of the dean, coordinates the process of appraisal submissions to the Dean for the Dean's direct reports.
• Coordinates all administrative support to the Dean's external appointments in organizations.
• Supervises student and miscellaneous wage personnel for the Dean's Office, including scheduling, training, disciplinary actions, and conflict mediation. Develops procedures and assigns work tasks to improve efficiency.
• Analyzes and responds to needs of faculty, students, staff and the general public on a variety of levels, including the resolution of problems and referral to the appropriate University service or office.
• Manages the administrative back-up support for the Dean's office.
• Manages the Dean, Deputy Dean, and CBO calendars, evaluates appointment requests and directs to appropriate offices. Responds to situations that require a high degree of sensitivity and confidentiality on matters impacting the Deans, faculty, college personnel and central administration. Screens incoming telephone calls and visitors for the Deans.
• Composes routine and non-routine letters, memos and other correspondence, reports and documents for the Deans. Collaborates with Deans on internal and external requests for information, researches necessary data and composes drafts and documents prior to submitting to Deans for review and approval.
• Coordinates all travel arrangements for the Deans' meetings to annual conferences, national meetings, external committees, symposiums, visits to international countries to meet with high-ranking officials and dignitaries and other travel required by the Deans.
• Acts as the official recorder for all Dean's executive council meetings, faculty senate, bi-annual College meetings. Responsible for preparing agendas, minutes and follow-up action items that require thorough attention to detail and confidentiality.
• Coordinates the processing of all College gifts, reconciling gift accounts using PeopleSoft financials, generating reports using the University's gift reporting system, and composing thank you letters to donors for the Dean's approval.
• Creates, and disseminates a bi-monthly, College-wide newsletter.
• Performs other job-related duties as assigned.

QUALIFICATIONS

• Bachelor's degree and three years of related experience, or an equivalent combination of education and experience.
• Knowledge of University and College policies standards and procedures.
• Effective interpersonal and problem-solving skills.
• Ability to communicate effectively both orally and in writing.
• Ability to be detail-oriented under deadline pressure.
• Ability to work independently, possess strong organizational and multi-tasking skills, and exercise good judgment in decision making.
• Ability to handle sensitive and confidential information with the utmost discretion and possess professionalism and diplomacy in interfacing with high profile officials.
• Ability to manage special events from inception to completion.
• Ability to develop and maintain recordkeeping systems and procedures.
• High proficiency in using a computer and software programs to develop documents, spreadsheets, databases, reports and presentations.
• Supervisory experience.
• Experience working in an academic or non-profit environment is highly desirable.
• Knowledge of PeopleSoft systems and the Advance System is preferable.
• 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 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:

PI193676781