Administrative Assistant III, College of Engineering, Dean's Office

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: 498522
Work Type: Staff
Location: Newark
Categories: Administrative Support, Full Time


PAY GRADE: 27N

CONTEXT OF THE JOB:

Under general direction, the Administrative Assistant III manages complex administrative functions for the Sr. Business Officer, and the Associate Dean for Research and Entrepreneurship, who each lead major initiatives across the college and campus. The Associate Dean requires extensive travel support. The Senior Business Officer deals with sensitive matters; a high degree of confidentiality is required.

This position is hybrid, a combination of in person and remote work.

MAJOR RESPONSIBILITIES:

• Manage the calendars and schedules for the Senior Business Officer and the Associate Dean for Research, exercising independent judgment to prioritize and schedule meetings, events, and appointments.
• Prepare highly sensitive and confidential correspondence.
• Follow up, track workflow, resolve problems, and meet deadlines, for specific, task-related items.
• Maintain internal and external contacts including other government and federal agencies as necessary to support specific programs, collaborations, and board memberships for the Associate Dean for Research.
• Manage and maintain internal e-mail listservs for the Dean's Office.
• Attend various meetings, recording meeting minutes and documenting action items, distributing the results to relevant parties.
• Plan, prioritize, and execute a variety of projects that must be completed simultaneously and on time.
• Obtain administrative and financial information for the Senior Business Officer and Associate Dean of Research to support recommendations and decision-making processes.
• Coordinate and Collaborate with the Administrative Assistant II position, providing support as needed, serving as a liaison between students, faculty, staff, university administration and external stakeholders to ensure that all concerns or inquiries directed to the College (telephone calls, office visitors, and college website) are responded to both promptly and accurately.
• Independently plan a variety of college events (college-wide staff events, committee meetings which may include faculty, administration, and external visitors) from the initial invitation to coordination of logistics and recording the minutes.
• Analyze, interpret, and recommend administrative practices and procedures.
• Serve as liaison between university administrative units, departments and Dean's Office regarding research and financial activities with responsibility for Department and University policy applications and interpretation.
• Supervise student staff; manage and assign work, and coordinate training.
• Perform other miscellaneous job-related duties as assigned.

QUALIFICATIONS:

• High School Diploma or GED Required. Associate degree preferred with three to five years of experience.
• Experience managing calendars (Outlook preferred).
• Ability to schedule and coordinate meetings and maintain complex schedules with little to no assistance.
• Proficient in the use of Microsoft Office - word processing, presentation, spreadsheet and database applications.
• Ability to handle arrangements for various college events or other special events as assigned.
• Demonstrated ability to make independent decision and judgments.
• Knowledge of University web forms, policies and procedures preferred.
• Knowledge of unit programs, policies and procedures.
• Intricate knowledge of the Dean's duties and responsibilities is preferred, in order to make the most efficient use of their time when scheduling.
• Experience coordinating domestic and international travel arrangements.
• Extensive knowledge of the principles and practices of office management
• Effective interpersonal and communication skills.
• Ability to use discretion regarding personal and confidential matters.
• Ability to communicate and interact well with people of all ages and diverse backgrounds
• Ability to evaluate the work of others, edit the content, structure, and format of a range of written material.
• Strong organizational skills.
• 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:

PI183569481