CONTEXT OF THE JOB

The National Science Foundation (NSF) Coastlines and People (CoPe) program has funded a 5-year, $16.5 million large-scale, interdisciplinary hub entitled Coastal Hazards, Equity, Economic prosperity, and Resilience (CHEER) (drc.udel.edu/cheer). The Hub seeks to develop understanding and methods to support equity, economic prosperity, and resilience to coastal hazards for coastal communities in the context of climate change. It includes researchers from three University of Delaware colleges, plus 12 faculty from 9 other universities across the country, and several community and practitioner partner organizations. Hub endeavors include six integrated research thrusts, as well as activities related to education, community engagement, practitioner engagement, and collaboration with other partner organizations.

The Assistant to the Director, a senior level professional, will report directly to the Executive Director and will oversee day-to-day operations of the Hub. The Assistant to the Director will be an integral member of the CHEER team, and will interact with faculty, students, College and University administrators, other educational institutions, community organizations, and government agencies to exchange information and/or solve problems and other issues. Organizationally, the Assistant to the Director will be housed at the Disaster Research Center (DRC) at the University of Delaware and will collaborate closely with other DRC staff.

MAJOR RESPONSIBILITIES

• Provides administrative and managerial support to the CHEER Executive Director and Executive Committee (ExCom) in carrying out Hub activities and achieving its goals.
• Assists with project management, including identifying and tracking project tasks, timelines, and participant responsibilities. Assists with maintaining accountability of participants to these commitments.
• Plans and implements logistics for meetings and events, to include regular team meetings, annual in-person meetings, seminars, quick response fieldwork by researchers, postdocs and students during hurricanes. This may include scheduling and setting up Zoom for virtual meetings and events; arranging travel, selecting venues and menus, and providing on-site supervision for in-person events; and developing agendas, organizing presentations, and creating and following up on action items for select meetings.
• Maintains accurate and timely financial records of the Hub with support of the DRC grants analyst.
• Oversees and monitors financial transactions, including purchase orders for supplies and equipment.
• Manages reporting processes to ensure timely submission to the National Science Foundation. Prepares calendar of due dates, responsibilities, and reminders for required reports.
• Assists the external evaluator with gathering administrative data and requesting information from Hub participants as needed for annual evaluation reporting.
• Analyzes and responds to external requests to the Hub, including resolving problems and referring to the appropriate Hub member, or University/College service or office.
• Effectively communicates and collaborates with Hub participants and their institutional representatives, Disaster Research Center staff and members, and the UD research office.
• Coordinates with and supports activities of the CHEER communications specialist.
• Reviews, interprets, recommends, and implements University and College policies to ensure effective administration within the Hub; identifies and resolves issues regarding administrative matters. Develops and maintains administrative and office management systems.
• Performs other job-related duties as assigned by the Executive Director and Executive Committee of the Hub.

QUALIFICATIONS

• Bachelor’s degree with three years of related experience, or equivalent combination of education and experience.
• Excellent verbal and written communication, time management, and organizational skills
• Flexibility, attention to detail, and ability to handle multiple tasks simultaneously.
• Ability to work effectively both independently and as a member of a team.
• Ability to organize and present data.
• Ability to evaluate and edit the content, structure, and format of a range of written material.
• Proficient technical skills, including the ability to use word processing, presentation, and spreadsheet software, Google suite, and Zoom.
• Experience with PeopleSoft and Concur preferred.
• 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.