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: 496567 Work Type: Staff Location: Newark Categories: Administrative Support, Full Time
Context of the Job:
The College of Arts and Sciences (CAS) at the University of Delaware is nationally recognized for its exceptional educational experiences and for integrating instruction, research, and public engagement. With 24 academic departments in the arts, humanities, social sciences, and natural sciences, more than 25 centers, programs, and institutes, and featuring outstanding research and teaching facilities, CAS serves over 7,500 students, is supported by approximately 400 staff, and maintains annual operating expenditures of over $121M. The College's 600 faculty members emphasize the enduring value of an arts and sciences education and a deep commitment to excellence in scholarship and all forms of creative and intellectual expression, with sponsored research expenditures totaling more than $38.6M per fiscal year.
Under the general direction of the Dean and Sr Advisor, the Assistant to the Dean for the College of Arts & Sciences maintains a high degree of sensitivity and confidentiality on all matters concerning the Dean, CAS senior leadership, and University administration. The Assistant to the Dean manages, plans, organizes, and provides support in a variety of areas including for the Dean of the College, Associate Deans, Senior Business Officer, and Sr Advisor. This position serves as a liaison between the Dean and the CAS leadership team, the College's academic units, interdisciplinary programs, research centers, and the offices of the University's senior administration.
The Assistant to the Dean works simultaneously on multiple projects/assignments, communicates efficiently and effectively in writing and verbally, and is responsible for supervising and managing the workflow of administrative assistants, student workers, and part-time employees in the Dean's Office.
Oversees day-to-day administrative operations for the Dean and the Dean's Office, performing a broad range of administrative tasks that are highly complex and highly confidential. Assigns and assesses work completed by part-time administrative support staff in the Dean's Office.
Oversees and manages the Dean's calendar, scheduling and rescheduling meetings and presentations with internal/external administrative offices/colleagues, etc., providing the necessary support to keep on schedule during the workday. Prepares materials for meetings as needed.
Communicates professionally, effectively, and efficiently on a daily basis via email correspondence, phone, or in-person with the aforementioned responding to a variety of requests, questions, and concerns.
Manages the Dean's Office email inbox for general inquiries, questions, and concerns, which often contains confidential information, especially regarding student records. Directs questions to appropriate party for resolution and responds to sender in a professional and timely manner.
Supervises Dean's Office administrative assistants, part-time workers, and work-study students, ensuring that Dean's Office coverage is provided and adherence to University and College policies and procedures.
Processes registrations and makes travel arrangements for conferences and invited presentations ensuring both the Dean and host organization is informed of each other's requests.
Allocates/supports UD procard expenditures, reviews/supports expenditures in the manager role for the Dean, and ensures supporting documentation is received and processed.
Works closely with the Dean, Associate Deans, and Department Chairs to coordinate multiple workflow/approval processes for items such as University grant proposals (UDRFs), college departmental bylaws, workload policies, merit metrics, and promotion and tenure documents.
Coordinates meetings, documentation, and requested follow up for position planning, academic program reviews, and annual chair performance appraisals.
Works closely with the Dean and the College Faculty Life Cycle Coordinator to coordinate the annual promotion and tenure process for the College, including compiling lists of those seeking promotion and uploading and tracking the Dean's promotion and tenure letters.
Manages internal College communications for the Dean and the College's senior leadership, ensuring that important faculty and staff events and milestones are appropriately recognized.
Works closely with Development and Alumni relations to ensure the acknowledgement of gifts to the College.
Provides assistance to the chairs and business administrators in the College on University and College procedures, deadlines, and clarification of policies as needed.
Supports the Senior Business Officer in the coordination and maintenance of the College's online administrative handbook and operations sections. Aids in updating procedures to assist staff throughout the College in processing documents through the CAS Dean's Office and ensures that posted procedural documents are current and accurate.
Provides significant support for all high-level meetings and events.
Responsible for the administrative management of the College Faculty Senate operations, which entails 31 Senators, 6 committees, and the executive leadership, including the creation, management, and maintenance of the College Senate webpages including restricted sites with confidential documentation for each of the committees, and including the annual coordination of College Faculty Awards.
Coordinates the course nomination approval and revision process with the Educational Affairs Committee (EAC), using catalog software. Works as the critical liaison between the EAC and the Dean/Associate Deans for submission to the College Senate, obtaining approvals by both committee and deans' office for submission to the UD Senate by established deadlines, resulting in course changes to be added to the University catalog.
Assists the Dean and CAS Senior Leadership with special projects.
Performs miscellaneous job-related duties as assigned.
Bachelor's degree and three years of related experience, or an equivalent combination of education and/or experience.
Experience with managing multiple calendars in Microsoft Outlook.
Ability to establish and maintain effective working relationships.
Ability to handle sensitive and confidential information with the utmost discretion and possess professionalism and diplomacy in interfacing with high profile officials.
Experience in managing, supervising, and evaluating employees.
Ability to handle multiple tasks concurrently.
Ability to develop, plan, and execute work plans and training programs.
Ability to communicate effectively, both verbally and in writing.
Skill in organizing resources and establishing priorities.
Skill in directing and enforcing policies and procedures.
Computing skills with proficiency in word processing, spreadsheet and database software.
Ability to work effectively with a wide range of constituencies in a diverse community.
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.