Assistant to the Dean, College of Engineering
Job no: 498974
College / VP Area: College of Engineering
Work type: Staff
Categories: Administrative Support, Full Time
Pay Grade: 29E
CONTEXT OF THE JOB:
Under the direction of the Dean of the College of Engineering (COE), the Assistant to the Dean is responsible for a variety of administrative, staff support, and planning activities, some of which require advanced knowledge and skill. This position provides direct support to the Dean, collaborates closely with the Chief of Staff, and works with the Chief of Staff to manage the efforts of administrative assistants who provide support for the Associate Deans and the Chief Financial and Administrative Officer.
The Assistant to the Dean adeptly manages and prioritizes a to-do list that is constantly growing, demonstrates a sound understanding of priorities when making independent decisions, and focuses an executive’s attention on the most important issues with time constraints.
Scheduling & Related Tasks
- Manages complex calendar for the Dean, ensuring responsive and timely scheduling and communication with on-campus and off-campus collaborators and stakeholders. Strategically evaluates competing requests and priorities and ensures calendar is up to date.
- Serves as recording secretary for meetings, as requested. Distributes communications, call for items, agenda and minutes for each meeting involving the Dean. Collaborates with the Chief of Staff in planning for all meetings.
- Allocates/supports procurement card expenditures, reviews/supports expenditures for the Dean, and ensures supporting documentation is received and processed.
- Processes registrations and makes travel arrangements for conferences and invited presentations, ensuring both the Dean and host organization are informed of each other’s requests. Compiles travel documents, background information, and logistical details, and allocates related expenses.
File Management & Correspondence
- Develops and independently prepares materials for the Dean’s meetings, appointments, and other engagements and subsequently provides follow-up materials as needed.
- Drafts, edits and sends Dean's correspondence, minutes, reports and other materials as needed in collaboration with the Chief of Staff.
- Works closely with Development and Alumni Relations to ensure the acknowledgement of gifts to the College.
- In collaboration with the Chief of Staff, manages the Dean’s Office email (i.e., firstname.lastname@example.org and email@example.com) for general inquiries, questions, and concerns, which often contain confidential information. Directs questions to appropriate party for resolution and responds to sender in a professional and timely manner.
- Works closely with the Dean, Associate Deans, and Department Chairs to coordinate multiple workflow/approval processes for activities such as University grant proposals, college bylaws, policies, and signature requests.
Staff Supervision & Office Management
- Supervises administrative staff to ensure uninterrupted coverage and support for the Dean’s Office.
- Prioritizes the skill development of the administrative support team by setting performance goals and providing critical feedback.
- Conducts or delegates routine review of the COE website, gathering needed updates and working with communications team to ensure changes are implemented.
General Responsibilities & Special Projects
- Communicates regularly via email correspondence, phone, or in-person with Engineering Department Chairs, Program Directors, other Colleges, and University departments and offices including but not limited to Human Resources, Provost's Office, Admissions, Facilities, Research Office, and the President's Office.
- Ensures compliance with internal and external administrative policies and procedures.
- Provides significant support for high-level meetings and events.
- Assists the Dean and Engineering Leadership Team with special projects as needed.
- Performs miscellaneous job-related duties as assigned.
- Bachelor's degree and four years of job-related experience, or equivalent combination of education and experience.
- Ability to work in a fast-paced environment, where initiative, discretion, and a commitment to continuous improvement are highly valued.
- Effective interpersonal and verbal and written communication skills with the ability to establish and maintain effective working relationships with a wide range of constituencies in a diverse community.
- Proficiency with Office 365 – in particular with Outlook, Word, Excel and PowerPoint – and experience with managing multiple calendars and inboxes.
- Ability to work collaboratively and independently.
- Attention to detail and effective time-management and organization skills.
- Ability to organize resources and establish priorities in developing, planning, and implementing short and long-range goals.
- Ability to interpret, adapt, and apply guidelines and procedures.
- Experience with coordinating or managing the efforts of others.
- Enthusiasm for handling special events from inception to completion, including the delegation of tasks when appropriate.
- Ability to handle sensitive and confidential information with discretion.
- Demonstrated 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.
- Knowledge of Microsoft Teams and Google apps.
- University and College policies and procedures.
- Experience using Concur, UDataglance, web forms, UDSIS and other proprietary systems and software.
- Financial and budget planning experience.
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.
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