Student Life Administrative Specialist

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: 499413
Work Type: Staff
Location: Newark
Categories: Administrative Support, Full Time


PAY GRADE: 29E

CONTEXT OF THE JOB:

Under the general direction of the Senior Advisor, the Student Life Administrative Specialist will support senior leaders within the Division of Student Life, perform complex administrative duties, and prioritize and resolve administrative issues. The Student Life Administrative Specialist must exercise independent initiative and judgment on a regular basis and provide project and administrative support to the Assistant Vice President, Student Experience and Belonging, Director of Communications, and Director of Assessment, Data Analytics, and Research to ensure that the strategic and operational initiatives of the Division of Student Life and the University are implemented in an effective and efficient manner.

The Student Life Administrative Specialist interacts regularly with senior leaders in the Division of Student Life, directors of student life departments, the Assistant to the Vice President, University administrators as well as with students, parents, and service providers to exchange information, resolve issues and solve problems.

RESPONSIBILITIES:

• Provide administrative support to the Assistant Vice President (AVP), Student Experience and Belonging as well as the Director of Communication and Director of Assessment, Data Analytics, and Research within the Division of Student Life. Support the Division of Student Life and the University of Delaware missions, goals, and strategic initiatives.
• Develop and maintain administrative and office management strategies; analyze office operations and strategies; propose and implement new strategies and procedures designed to improve administrative functioning. Initiate resolution to in-office issues and needs that arise.
• Assist with the organization and management of multiple projects simultaneously, both short-term and long-term in nature, for the Student Experience and Belonging and Senior Advisor portfolios within the Division of Student Life.
• Receive and direct phone calls and respond in a timely and appropriate manner. Provide general information about the Division of Student Life and resolve questions and problems. Interact with tact, poise, and professionalism.
• 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 AVP and Directors, in addition to coordinating meetings and project management support.
• Apply knowledge of administrative procedures and policies, communication skills and professional customer service to assist the AVP and Directors with overall operations and compliance with issues of a diverse and complex nature.
• Coordinate and maintain general record and file management to include general and confidential physical and electronic files. Conduct annual audit with Archives regarding record retention and destruction.
• Follow up on assignments delegated to departments within the Student Experience and Belonging and Senior Advisor portfolios regarding the status and completion of projects. Independently address requests and issues from Student Life departments ensuring timely replies, resolution and closure.
• Assist with the creation and maintenance of annual communications and marketing team business calendars
• Provide support for communication and marketing team student intern programs
• Audit and maintain central data inventories for SL Communications and Marketing, covering such areas as Technology platforms utilized by departments, including cost, point of contact, and functionality and Digital communications such as e-newsletters, blogs, websites, etc.
• Assist with placing orders for print files and promotional items and serving as primary liaison with University Printing and external vendors
• Assist with Student Life event promotion and submission to the main University calendar
• Complete financial processing webforms such as journal vouchers; prepare reports and spreadsheets to track expenses for programs and initiatives of relevant areas.
• Manage procurement processes and ensure compliance with University policies; serve as Concur liaison; provide support for new staff on proper procedures; assist staff with travel needs.
• Utilize UDExchange and University credit card to purchase goods and services; maintain proper expense documentation records, prepare expense reports; create and manage vendor payments.
• Work in conjunction with the Student Life HR director to post part-time and student employment opportunities for assigned areas; onboard part-time employees, student employees and student interns and process required webforms for employment, including JEDs and additional assignments for assigned areas.
• Track, review, and approve part-time employee, student employee and student intern hours and payroll in UD WorkForce, ensuring compliance with University policies.
• Provide back-up support for the Assistant to the Vice President for Student Life.

QUALIFCATIONS:

• 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 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.
• 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.

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:

PI193758447