Administrative Specialist, Student Services for Athletes

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: 497168
Work Type: Staff
Location: Newark
Categories: Administrative Support, Full Time


Pay Grade: 29E

Context of the Job:
Student Services for Athletes (SSA) promotes student-athlete's success by offering a broad array of services that assist with their academic and personal adjustment to the University of Delaware. The program provides critical student services, including counseling/advising, tutoring, and academic assistance to student-athletes. As a part of the Student-Athlete Success Team, SSA also helps to integrate the academic and social experiences of student-athletes and fosters their academic, career, and personal development. SSA works closely with the Department of Intercollegiate Athletics and Recreation Services in upholding and embracing their departmental mission of "Inspiring Greatness Together."
Under the limited supervision of the Director of Student Services for Athletes, the Administrative Specialist will support the overall administration of the Student Services for Athletes Program, perform complex administrative duties, prioritize, and resolve administrative issues along with providing program support and coordinating administrative aspects of special programs and events. In addition, the Administrative Specialist will handle sensitive and confidential academic information. Overall, a high level of independent judgment, initiative, and problem-solving skills are required.

Responsibilities:

• Serve as the first point of contact for student-athletes, staff, coaches, recruits, administrators, and guests as they arrive at the 2nd floor of the Whitney Athletic Center. Answer questions and inform student-athletes of the check-in process. Interact with poise and professionalism.
• Oversee the day-to-day administrative functions/processes of the Student Services for Athletes office and the Student-Athlete Success space in the Whitney Athletic Center.
• Serve as the Human Resources (HR) Liaison for SSA; ensure all HR records are current; coordinate and process all HR related forms and paperwork; provide staff with information on HR related policies and legislation, including vacation, sick leave, and extended leaves; manage UD Workforce to track time off for staff members ensuring compliance with University policies. Answer questions and resolve issues as needed.
• Coordinate payroll process for student employees, including work-study and tutorial staff.
• Manage and oversee SSA job searches in Talent Link as well as the interviewing, selection, hiring, and onboarding processes for part-time and student employees, tutors, graduate assistants, and
  interns. Ensure compliance with University policies and procedures. Provide administrative support to search committees.
• Supervise approximately 6-10 work-study and student worker staff.
• Manage the interviewing, selection, hiring, training, and scheduling of work-study and student worker staff.
• Schedule and coordinate flex office and meeting spaces within the 2nd floor of the Whitney Athletic Center; schedule and coordinate meeting invitations for SSA staff; oversee and assist with the set-up of the Sparks Suite for meetings/programs.
• Serve as the liaison with the Office of the Registrar regarding the 25Live scheduling software system; serve as the gatekeeper through the scheduling system for spaces in the academic space of the Whitney 2nd floor Student-Athlete Success area.
• Oversee SSA's procurement processes and ensure compliance with University policies; serve as department Concur liaison; train new staff on proper procedures; serve as card administrator for all SSA credit card holders and assist staff with travel requests, bookings, arrangements, and expense reports.
• Utilize UD Exchange, Concur and University procurement processes to purchase goods and services; maintain proper expense documentation records, prepare expense reports; manage vendor payments
• Utilize the University webforms system to process financial transactions, including preparing and providing appropriate backup documentation to support budgeting processes and procedures.
• Assist the Director with any reports regarding confidential academic and/or budget information reportable to the NCAA or internal university offices.
• Maintain intricate knowledge of the Blue Hen Success software to provide SSA staff and/or coaches various reports with confidential academic information, which could include GPAs, majors, and/or completed study hall hours. Troubleshoot Blue Hen Success problems that occur for student-athletes during the check-in process at the Whitney Athletic Center.
• Prepare daily COGNOS reports to SSA staff that include confidential academic information.
• In conjunction with IT, troubleshoot hardware, software, and equipment issues and assist with equipment quotes and purchases.
• 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.
• Perform general administrative duties, office management tasks, and other job-related duties as assigned.

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 is preferred, but not required
• Effective 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
• Proficiency in the Windows environment, Microsoft Office (Access, Excel, PowerPoint, Word, Outlook), and experience with Google Drive apps such as docs, sheets, slides, and forms
• Experience with creating spreadsheets, running database queries, compiling data, and developing reports
• Ability to manage multiple projects concurrently, establish planning process/priorities, and meet deadlines
• Ability to collaborate and work successfully in a team environment
• Experience working with a diverse population; demonstrated professionalism and cultural competence with awareness of and sensitivity to racial, cultural, religious, socioeconomic, gender, and sexual orientation diversity
• Effective interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Knowledge of Federal Educational Rights and Privacy Act (FERPA) guidelines and regulations
• Ability to understand, explain, and apply rules, regulations, policies, 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.
• 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: Dec 07 2021 Eastern Standard Time

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